How to Write a Software User Manual: The Ultimate Guide (Including a Template)

how to write a software application user manual

Not sure how to write a software user manual for your product?

If you want to help your users get the most value from your product in the most efficient way possible, creating a quality software user manual is a great place to start.

By giving users the content that they need to learn and troubleshoot your product by themselves, you can help them be successful without them needing to reach out to your human support channels. 

This doesn’t just make things easier for your users, but it can also cut down on support requests at your business, which saves you time and money.

So – how can you create the perfect software user manual for your users? That’s the purpose of this guide.

To help you get up and running, here’s everything that we’re going to cover in this post:

  • What a software user manual is
  • How to write a software user manual in four steps, including a software user manual template
  • Best practices for creating high-quality content for your user manual

Let’s dig in!

What Is a Software User Manual?

A software user manual is documentation that provides information on how to use and manage your software app or product.

Your software user manual can include getting started guides, instructions, glossaries, troubleshooting tips, and other similar types of content. 

Basically, it includes all of the information that your users need to get value from your software.

Typically, it will start with installation steps, then cover a general overview of the interface and how to use different features, and then dig into troubleshooting and FAQs if needed. Again, we’ll share a more detailed software user manual template below.

To see a software user manual example, you can look at the Forklift 3 User Manual , which jumps right into the interface explanation.

The Forklift 3 software user manual

For another example, you can look at Slack’s Getting Started content , which also jumps straight into explaining the Slack interface.

Slack Getting Started Guide

Why Is It Important to Create a Software User Manual?

There are two big reasons to create a software user manual for your product:

  • Improved user experience – by making it easier for users to learn how to use your software and maximize the value that they receive from your software, your users will have better experiences.
  • Reduced support burden – by giving users the ability to solve their own problems, you can reduce the burden on your human support channels. This is especially true if you combine your user manual with other types of support content such as a knowledge base and/or frequently asked questions (FAQs) .

How to Write a Software User Manual in Four Steps

Now, let’s get into the general step-by-step guide for how to write a software user manual. In the next section, we’ll also go over some best practices for the actual content in your user manual.

If you’re interested in a more general look at these topics, we also have a guide on how to create any type of user manual .

1. Plan the Structure of Your Software User Manual

Before you start creating any content for your manual, you’ll first want to properly map out the structure of your manual.

To make your manual as comprehensive as possible, you might want to bring together multiple key stakeholders to help you do this.

For example, this could include customer success, sales, and so on – anyone who has knowledge of how to help users get as much value as possible from the product. In some cases, you also might need to bring in more technical staff to help with more advanced details.

Of course, if you’re running a solo project, you’ll be wearing all of these hats yourself. That’s the joy of being a solo founder.

Once you have the relevant knowledge holders in place, you can build the outline of your user manual.

For a rough software user manual template, you can follow something like this…

  • Table of contents – list the different sections in your user manual so that users know what to expect.
  • Introduction – explain the purpose of your software user manual.
  • System requirements – detail any specific requirements people need to use your software, such as hardware specifications, operating system, etc.
  • Installation instructions – cover how the user can install the software.
  • User interface overview – give a high-level overview of the interface.
  • How to use specific features – create a section for each core feature that shows users how it works.
  • Frequently asked questions – cover some common questions a user might have.
  • Troubleshooting – share troubleshooting advice.
  • Glossary – if your software has specific terminology, you might want to add a glossary near the end of your software user manual.
  • Support contact details – explain how users can contact support if they need any additional help. You want to keep this at the end so that users try to help themselves before reaching out to support.

You don’t have to follow this software user manual template exactly – it’s just a starting point to give you an idea of what you might want to include.

2. Create Your Software User Manual Content

Once you have your outline, you’re ready to start creating your software user manual content.

The bulk of your content will be text, but don’t forget to include relevant images, GIFs, and videos, as well.

While this step will probably take the most time, we’re keeping this section brief for now because, in the next section, we’ll share some software user manual best practices to help your team create effective user manual content.

Who writes your content will depend on the size of your organization and the complexity of your product. If you don’t have a dedicated technical writer on staff, you might need to assign the content to your customer success team or technical team, depending on the complexity of your software.

Or, if you’re a solo founder, you’ll probably be the best person to write your manual content as you have the deepest understanding of your content. You can always hire an editor to help you improve your first draft.

3. Publish Your Software User Manual

Once you have the content for your software user manual, you need to publish your manual in a way that lets users easily consume it.

Most knowledge base or documentation software should work fine for a software user manual, though you can always code your own solution if you feel overly limited. Some businesses also publish a PDF version of the user manual in addition to the web version.

To see some great options for publishing the web version of your software user manual, you can check out our lists of the best knowledge base software and the best documentation tools .

If you’re looking for user manual software that gives you a solid feature list, full ownership over your content, and the flexibility to customize things to your needs, you can use our Heroic Knowledge Base WordPress plugin .

how to write a software application user manual

Heroic Knowledge Base is open-source software that extends the similarly open-source WordPress content management system (CMS) with all of the functionality that you need to publish your software user manual.

You’ll have full ownership over your platform, plus the flexibility to adjust every element as needed. But at the same time, Heroic Knowledge Base still includes built-in functionality for all of the important features that your software user manual needs:

  • Article organization – you can organize the articles in your software manual using categories. For example, you could have different categories for “Installation”, “Interface”, “Using Features”, “Troubleshooting”, and so on.
  • Content discovery features – to help users find relevant content as quickly as possible, Heroic Knowledge Base includes helpful content discovery features like real-time search suggestions, automatic table of contents, and more.
  • User feedback system – users can share feedback about the helpfulness of each article, which lets you know what you’re doing well (and where you need to improve).
  • Detailed analytics – you can track which articles get the most views, which articles lead to the most human support requests, what terms users are searching for, which searches don’t return any results, and more.

4. Update Your Software User Manual Based on Feedback and Changes

Creating a quality software user manual is not a “once and done” thing. Once you publish your manual, it’s important to still assign key stakeholders to update and revise your manual as needed.

In some cases, these updates could be required by a change in your software. For example, if you add a new feature or change your software’s interface, you’ll need to update your user manual to account for those changes.

In other cases, these updates could arise from user feedback. For example, if you see that users are confused by a certain article, you might update that article to make it more helpful.

Or, if you see that users are searching for a topic that doesn’t exist in your software user manual, you might need to create a new article to cover that topic. 

Publishing your user manual with a tool like Heroic Knowledge Base will let you easily track these types of analytics so that you can monitor and improve your user manual content.

Best Practices for Writing Your Software User Manual

Now that you understand the basic process of how to write a software user manual, let’s go over some best practices for creating effective user manual content.

Understand Who Your Audience Is

If you want to create helpful user manual content, it’s essential to know who you’re writing for:

  • Where your users come from.
  • What they’re trying to accomplish with your software.
  • What pain points they’re experiencing.
  • Their general knowledge level about your industry and/or any relevant technical areas.
  • What company they’re working for (or if they’re solo users).

For example, let’s say your software deals with Salesforce. If your target users are experienced Salesforce administrators, your content would look a lot different than if your target users are the salespeople themselves.

You’ll probably already have a good understanding of your target users from your existing work. However, if you’re not sure, you can use customer personas, surveys, and interviews to gain a deeper understanding.

Use a Logical Structure and Organization

We touched on this in the first step of the previous section, but it’s important to organize your user manual in an optimal way to make it easy for users to get value from your content.

There are different ways that you can organize your user manual, and you might use multiple approaches in different sections:

  • Linear experience – you can organize your manual in the way in which users will experience things. For example, you might start with “Installation” as the first section and then go to the first action after installation in the next section.
  • Feature – you can organize your manual content based on the different features in your software.
  • Troubleshooting – you can collect common troubleshooting steps in one spot.

Again, it’s totally fine to use multiple approaches within your manual. For example, you might start by organizing things in a linear manner for the installation process.

But once you’ve covered installation and users can start applying your software in different ways, you might switch to a feature-based organization approach.

Keep Your Writing Simple and Consistent

To make your software user manual as accessible as possible, it’s important to keep your writing as simple as possible.

Here are some things to keep in mind to make that happen:

  • Don’t use jargon or confusing words – not all of your users will have the same knowledge when it comes to your industry and/or the language of your product, so it’s important to avoid unnecessary technical jargon and confusing vocabulary. You can test your content with tools like the Flesch Reading Ease test to find issues.
  • Avoid passive voice – using passive voice can be especially confusing in a user manual. For example, instead of using a passive voice such as “Saving a copy of your draft can be done by pressing the Save Draft button”, it’s better to use an active voice such as “Press the Save Draft button to save a copy of your draft.”
  • Use short sentences – breaking your content into short sentences makes it easier for users to consume and scan your user manual content. Whenever possible, avoid long paragraphs (AKA “walls of text”).
  • Stay consistent – using consistent wording and formatting will make it easier for users to comprehend your manual. For example, if you always use an ordered list to list individual steps in a certain task, try to keep that formatting across your entire user manual.
  • Avoid issues with grammar – make sure you don’t have any grammatical mistakes that might make it harder for users to understand your manual. You can check this using tools like Grammarly and Hemingway .

Include Images and Videos Where Helpful

While text content will form the foundation of your user manual, it’s important to also include images and videos where it makes sense.

The saying that “a picture is worth a thousand words” might be cliche, but it can definitely be true when you’re trying to explain how users can get value from your software product.

To help explain the concepts from your text, you can add annotated images or GIFs that demonstrate what you’re talking about .

For example, Slack does a great job of annotating its interface introduction images.

Slack adds annotations to the images in its software user manual

Video content can also be useful for some users. However, you should be careful about relying solely on video content, as it’s not always an optimal way for users to consume software manual content. 

For example, if a user is just trying to troubleshoot a specific detail, it’s usually much easier for them to find that detail in text content than in a video.

Create Your Software User Manual Today

That wraps up our guide on how to write a great software user manual that will set your users up for success.

If you want the easiest way to publish your software user manual, you can use the Heroic Knowledge Base plugin for WordPress.

Heroic Knowledge Base is an open-source plugin that lets you leverage the WordPress CMS to create your own self-hosted software user manual that’s fully under your control.

At the same time, you don’t need to sacrifice on functionality because Heroic Knowledge Base offers all of the features that you need to create a great software user manual. Those features include live search suggestions, category organization, user feedback collection, analytics, and more.

If you’re ready to get started, purchase Heroic Knowledge Base today and you’ll have a great-looking user manual in no time.

author avatar

  • 13 Best WordPress Knowledge Base Plugins to Boost Customer Service in 2024
  • How To Create A Knowledge Base On WordPress The Easy Way
  • 5 Best WordPress Wiki Themes in 2024 (Curated List)
  • 6 Best Documentation Tools: A Curated List for 2024
  • What’s The Best WordPress Helpdesk Plugin in 2023? 6 Options Compared
  • 11 WordPress Ticket Systems Compared & Installation Guide

how to write a software application user manual

Leave A Comment? Cancel Reply

How to Build the Best User Manual

How to Build the Best User Manual

We all know that person that instinctively tosses the user manual out with the packaging without so much as a second glance. Some of us are that person. However, if you follow the process laid out in this blog, the user manuals you create will turn those user guide tossers into devoted readers in no time.

It’s important to note that, although you are required by law in some industries to create and distribute user manuals for your products, compliance isn’t the only reason that you should creating these important communication tools. 

Easily create a user guide

Snagit is the fastest way to create beautiful user guides. Create step-by-step guides with a simple and professional look.

When written and created with intention, a user’s manual can act as an extension of the customer service experience, and save your company time and money by reducing the amount of support inquiries that users have to make. 

In this article, we’ll look at what a user manual is, explore the various types you can create, and lay out exactly how to write user guides that your users are eager to put to good use.

how to write a software application user manual

What is a user manual?

A user manual goes by many names. You may hear terms like instruction manual, user guide, maintenance manual, or technical documentation but they all mean the same thing. A user manual is designed for an end user to use your product or service properly or to find solutions to problems that arise through use. They can be provided in either print or digital format or both!

Use manuals contain detailed, step-by-step instructions for the end user and also allow for some support in troubleshooting. They are not meant to be read from cover to cover, but as reference books, so a table of contents should always be included in a user manual. 

A quickstart or startup guide should be included in your user guide so that people can easily feel comfortable beginning to use the product. 

What are the different types of user manual?

User manuals can be created for many topics and purposes. Let’s take a look at some of the options you have to choose from. 

1. Instruction Manual

An instruction manual is a type of user guide that provides basic instructions for how to use a product in its intended way. 

2. Training Manual

This type of user manual provides a set of instructions related to the completion of a specific task, project or job.

3. Service Manual

User manuals that outline how to care for and maintain a piece of equipment or machinery at various points in its life are referred to as service manuals.

how to write a software application user manual

4. User Manual

User manuals are technical documents that communicate about the proper use or operation of a product. 

5. Operation Manual

Operation manuals outline the roles, responsibilities and processes pertaining to a company or organization. 

6. Organizational Policy Manual

The documentation outlining a company’s policies, procedures and best practices is called an organizational policy manual.

7. Standard Operating Procedures(SOPs) Manual

A standard operating procedures manual helps users by outlining specific instructions for completing established procedures. 

Why does your business need user manuals?

A user manual equips people to solve problems without having to seek outside help. In our instant gratification driven society, it is important to provide your patrons with the tools to quickly and efficiently get the benefit they want from your product or service, and a good user manual can accomplish just that! 

User guides are a much-needed supplement to excellent customer service. Some of the benefits your business will see from writing great user manuals include:

1. To Simplify Onboarding and Training

Well crafted user manuals can simplify your onboarding and training processes. That’s right, your employees can benefit just as much as your customers from the creation and implementation of excellent user guides. 

Instead of exclusively organizing complicated in-person training sessions, which carry high costs in both time and money, your business can utilize user manuals to help new employees work through some of the processes and systems that are part of their new jobs. This can mean that there are fewer productive hours lost during onboarding, as employees are able to learn while completing the tasks associated with their jobs thanks to the user manuals.

2. To Decrease Support Costs

User manuals are an excellent supplement to your customer service experience for the end user but they are also beneficial for the business owner as a part of the customer support system as well. 

By providing easy access to a searchable user guide for your customers you increase their ability to access solutions in the moment and reduce the necessity to reach out for specific support from a technician or representative.  

3. To Save Time

User guides help save time for your customers as well as your employees – from entry-level to management. When user guides are accessible to your customers they will not suffer the frustration of time wasted searching for details about how to use a product – because they have direct and immediate access to the details within the user guide.

When your employees are empowered with effective user guides they don’t have to waste time searching for answers independently or taking up their colleagues’ and supervisors’ time with questions – because they have access to the answers right in their user manual!

4. To Reduce Liability

Writing and distributing user manuals is one way to help illustrate that you have done your due diligence in testing your product and how best to interact with it safely. This can go a long way in reducing any liabilities associated with creating something for the public.  

If the product you sell could pose a danger to users (think space heaters, power tools, etc…) having warnings and safety precautions documented and available to users by way of a user guide is an effective (though not foolproof) way to avoid legal trouble associated with injures or other damage caused by misuse. 

What are the essential elements of great user manuals?

Even though each product is unique and will require different elements to create truly great user docs, there are some end user documentation best practices to follow no matter what.

1. Plain language

Aside from not providing a user manual, nothing will make your customers more frustrated than finding theirs full of jargon and inaccessible language. These language choices make your user guides difficult to use and they certainly don’t foster an excellent customer service experience. 

An important part of writing effective user manuals is making sure you are writing for the user, not the developer. Don’t make assumptions about what your end user might know or be familiar with. Using acronyms, buzzwords, or slang used around the office will leave your customers feeling confused, frustrated, and ill-equipped.

Striking a balance where you are not writing as if your users are children (unless of course, they are!) but you are giving them the extra support that they need to fully understand how to use the product, in simple language, is the sweet spot for writing a user manual.

2. Simplicity

Simplicity is the name of the game when writing a user manual. Both the content and the design should adhere to this idea. Crowding your documentation with complicated illustrations, and dense blocks of text will give the sense that the user guide is too complex and inaccessible. 

This type of user guide has a high likelihood of intimidating your user and causing them to call your support line instead of attempting to solve their problem independently. 

“Show, don’t tell” is a key philosophy in writing user manuals. Content like images, videos , and annotated screenshots go a long way in helping to understand a concept. Seeing how something works is often much more effective than reading about how something works. 

Not only do visuals break up long blocks of text, but they also eliminate some of the bulk of text that can make user manuals intimidating. 

Visuals are actually proven to absorb visual information 7% faster than written information. In a study completed by Techsmith, it was also discovered that 67% of individuals were able to complete tasks better when provided instructions that used annotated screenshots to convey information rather than text alone.

4. Focus on the problem to be solved

Your product was almost certainly purchased to solve a problem. When writing the user guide to accompany the product it is crucial to maintain focus on this problem. 

Rather than listing and describing each feature your product has, or the interesting design details you’ve integrated, let your users know about them in a way that supports their use of the product. Frame your description of features and product perks in the context of the problem being solved.  

5. Logical hierarchy and flow

Use a clear hierarchical structure of headings and subheadings to help the user understand what they will get out of each section of your user manual. The hierarchy you use should follow a logical flow to guide your customers easily through exactly what they need to know from beginning to end. 

Make sure to begin with the basics and build in a logical progression toward the more advanced features of your product. 

6. Table of contents

Your user manual will serve its readers best when it starts with a table of contents. 

It’s a familiar way for someone to efficiently and simply navigate a document without having to sift through pages and pages of information that isn’t relevant to the immediate challenge they are experiencing.  

7. Make it searchable

While you may create print copies of your user manuals, it is likely that your primary focus will be digital documentation.  In a world where most people carry a smartphone on them at all times it is highly probable that your user guides will be most widely used in a digital format. 

Like a table of contents helps to direct users to the appropriate place in a print document, adding a searchable component to your digital user manuals will support an enjoyable ease of use for users trying to solve a problem by accessing it. 

8. Accessibility

It is not unlikely that a percentage of the individuals who need your user manual could use additional support in having it perform optimally.  Accessibility requirements are law in many places, and good practice regardless of the legal obligation behind them. 

Ensuring that your user manuals adhere to accessibility standards is simply good customer service. Creating accessible content for users who may have visual impairments, hearing impairments, or cognitive disabilities is an important factor in designing user manuals. 

9. Good design

Design your user manuals with your customers in mind. If you create something that they enjoy looking at they will be much more likely to use it well! 

Allow for lots of white space and avoid long blocks of text. Pairing these two qualities can help reduce the potential for intimidating users and make the prospect of learning something new inviting rather than daunting. 

Adhering to the “show don’t tell” philosophy we discussed earlier works well here too! Using graphics and images to supplement text is a great option for either print or digital user manuals, with videos and GIFs adding interest and a supportive element to digital user guides. 

If your organization has a style guide your design should adhere to it, but if you are working without one it is important to maintain consistency throughout your user guide.  Font and color choices should remain consistent throughout the document, and ideally between all of your user manuals.  You can use Snagit to help maintain consistency in your user guides by accessing the free templates it offers! Grab your free trial here to test it out.

10. Feedback from real users and/or beta testers

Unless you have asked for and listened to feedback from the individuals who will actually be using your product about the user manuals you have written, you won’t have an accurate sense of whether or not they are as effective as possible.  

You need to learn the pain points of your product’s users and make sure they are addressed in the user manuals you write. You may get some intel that seems very obvious but the opportunity is much greater for you to gain significant insight into the needs of the consumers you are striving to serve.  

11. Links to other documentation

It’s important that your user manuals offer opportunities for those reading them to easily access more information about your products. 

If your user manual is beng written for digital distribution you can add these links in through tutorials, FAQ sections, and user forums, among other options.

With physical copies of user documentation, these links can look like web addresses or phone numbers that readers can use to access more information.

How to create a user manual?

Creating a user manual is an important undertaking and can make a significant impact in your business and for the users you are looking to serve. It can be overwhelming but we’ve broken down the process of writing a user manual so you can simply follow along!

1. Identify the users

Like any piece of communication you create, a crucial first step is identifying the person who will be on the receiving end.  

Identifying the user for your user manual will help you make good decisions about things like the tone, the amount of detail to include, and how to present the content.  

Writing a user guide for a tech developer is done very differently than writing one for your product’s end user. Identifying your audience is a make-it-or-break-it step.

2. Focus on the problem

User manuals are created to assist in solving a problem, or teaching someone to do something new.  It is necessary to identify exactly what your user manual is meant to accomplish and ensure that you keep your focus there.  

It can become tempting to expand the subject matter and cover many aspects of or potential uses for your product. This can cloud the actual solution that the user is in need of and cause frustration or calls to your customer service line. 

Focus on the specific solution your customer will need to have, whether they are an individual learning to use the product or a technician needing to repair it.

3. Use sequential steps in order

The instructions in your user guide should be presented in the sequential order required to complete the task at hand. Begin by listing each step in order.  Then, attempt to complete the task while following the specific steps you have laid out in the order presented.  

It is possible, likely even, that you will identify missing steps as you work through your initial list.  You may also discover that something you thought was one task actually needs to be broken down into a few tasks for the sake of clarity.  

Before you check this step off in your journey to write a user guide, make sure that you have provided a clear end result for each sequential step you have assigned. The readers should know exactly what they are looking to have completed and what it should look like the before moving on to the next step. 

4. Map user journey

The goal in writing a user guide is to understand how your customers intend to use your product and creating a way for them to easily do just that. 

You need to put in the work to understand the problem the user has or the goal they hope to reach in using your product as well as how they interact with your brand. These details will help you imagine the customer’s journey from problem to solution and map out the steps needed to get them through the process. 

5. Choose a Template

Developing a set of templates can make the job of writing and designing user guides significantly easier than you might think! It can streamline your process and make consistency a much more achievable goal.  

In addition to setting specifics like fonts (type and size), contrast requirements, and colorways, you’ll want to include the following in your user manual template:

  • Assigned space for an introduction
  • Clear sections and subsections
  • Your selected format for sharing sequential steps
  • Warnings and highlighted cautionings
  • Assigned space for a conclusion

6. Write simple and easy to follow content

The content of your user manual should be as simple and easy to follow as possible. Both the content and format need to be considered and reviewed for simplicity and ease.

Make sure that each step of the process explains only one task and uses language that is as concise and clear as possible.  Be sure to edit down your content as thoroughly as possible until you have arrived at a user manual with only the most essential information included. 

7. Treat all users as laymen

When writing a user manual, assume that the reader knows nothing about your product. Write as if you are communicating with a layman.  

All technical language and jargon should be avoided wherever possible. Of course there are occasions where it will be unavoidable but these should be the extreme exception.

8. Test instructions alongside the product using naive users

An important step in the process of writing a user manual is the testing. The choice of who to test on can change the results dramatically. 

Ideally, testing should be performed on individuals who have never used your product or viewed the manual before. Observe them working through the process and make note of where they get stuck as they progress through the user manual. The material should then be revised accordingly. 

Your testers should be able to navigate the use of the product with only the support of the user manual. They should not need to reach out for additional support. Everything they need should be in the ussr guide itself.  

9. Build content using a practical approach

Practical examples and specific explanations of results that users might have after completing each step in the user manual should be included wherever possible. The user should know what feedback they may receive from the product; what they might see or here at any step of the process.  

10. Explain symbols, icons and codes early

As you write a user manual you may need to use icons, symbols or codes to help give the instructions needed. It is important to define these as early as possible in your user manual in order to avoid any confusion or frustration on behalf of the reader. 

User manual FAQs

User documentation is content in the form of user manuals or user guides which serves to help end users successfully interact with a product.

User documentation has historically been provided as physical documentation, like booklets or manuals. Nowadays, user manuals are more frequently created and distributed digitally.

A user manual or user guide is written in plain language, with a focus on problem solving, and utilizes good design. I should contain a table of contents, follow a logical hierarchy and flow, and provide accessible content. A good user manual will also be searchable and be influenced by feedback collected from real users. 

User manuals can be created in a few simple steps. First the goals of the user guide need to be established and a plan created that will allow those goals to be reached. Before being released, the user manual needs to be tested and have revisions made accordingly. Finally, the user guide should be kept up to date, with revisions being made as updates or new editions are incorporated.

how to write a software application user manual

Ryan Knott is a Marketing Content Strategist at TechSmith, where he creates content about easy, effective, and efficient video creation, editing, and tips and tricks, as well as audio editing for creators of all kinds. He/him.

  • How to Make a YouTube Intro
  • 3 Examples of Effective How-To Videos That Really Work
  • How to Remove Background Noise From Audio

Subscribe to TechSmith’s Newsletter

Join over 200,000 people who get actionable tips and expert advice every month in the TechSmith Newsletter.

Create an Engaging User Manual in 9 Steps (With Examples)

how to write a software application user manual

💡 What is a user manual?

A user manual is a guide that helps customers and internal teams learn how to use a product and its features, troubleshoot common issues, and find the knowledge they need to get unstuck.

Nobody wakes up in the morning and thinks, "Yes! I get to make a user manual today!"

You’re probably one of the people who doesn’t relish the manual creation process—and for good reason. You need to set aside who-knows-how-much time to write step-by-step instructions, take screenshots, figure out how to format everything, and potentially build out your manual in another program.

Meanwhile, you still have a wall of back-to-back meetings and more urgent, unfinished projects to look forward to. 🫠

On the upside, you know a great user manual can help your team and your customers serve themselves, experience less frustration, make fewer mistakes, and get on with their day. 

To recap: user manuals = good. The stress that comes with making them = not so good.

To minimize that stress as much as possible, we’re going to go over nine steps to help you create engaging user manuals that won’t take you forever to create—and will actually get used.

how to write a software application user manual

1. Define your audience

Your audience reigns supreme for any user guide. 👑

Answering the following questions about your audience can help you decide what details to include:

  • Who are the people you want to help?
  • Why are they likely to seek out your user manual?
  • What background knowledge do they have? 

If you sell enterprise marketing software, your target buyers probably already understand common marketing-related acronyms like TOFU, UGC, and CTA (you get the idea!).

But if your solution may be used by people with varying levels of marketing experience, a glossary can go a long way towards preventing people from needing to Google their way through your guide. 

Who else stands to benefit from an engaging user manual? Your internal team—both existing and new. 

‍ Tenured teammates may turn to your product user manual to enhance their own expertise on your software or tool, refresh their memory on certain features, and use it as a resource to help customers get unstuck.

New hires may lean on your user manual to do their own product discovery, minimize repetitive questions, and surface knowledge to do their jobs better.  

2. Build an outline for your user manual

Outlines are how you can “measure twice, cut once” before reaching what feels like the point of no return. 🧵

A general outline can include:

  • A brief intro explaining what your guide will go over
  • A table of contents to help people jump straight to the answers they need
  • A list of topics and descriptive section headers for each topic
  • A list of subtopics or common issues to write about in each section
  • Areas to add callouts, warnings, or other important information
  • Opportunities to incorporate visuals and rich media
  • An FAQ section based on your research in step two
  • A conclusion calling out the next steps and related resources

Establishing a structure upfront can help ensure you tackle topics in a logical order. You can also use it to get early feedback from your team and improve your first iteration.

Tip : Create a template for your user manual (and the how-to guides within it!) to save your process pros from starting from scratch in the future. It'll also help standardize your team’s user manuals so people can easily find what they need to know, ASAP.

3. Surface knowledge gaps and source curated insights to level up your guide

You could get started on writing your user manual at this point. Or, you could do some digging to surface knowledge gaps that are slowing people down. 

Our recommendation? Do the initial legwork to help you understand the people you’re serving—and help you prioritize which topics to work on first.

Think about FAQs for you and your teammates. Is your customer support team constantly answering the same questions? Do new teammates ask you to share your screen to help them get unblocked on similar subjects? Does your marketing team get stuck on the same part of a particular process or when using a specific part of your tool? Those are usually good places to start when you’re thinking about what ground to cover.

💡 Tango Tip

Use a tool like Tango (with Automagic FAQs!) to proactively surface answers to common questions.

You may also find some unexpected gems during your research. 💎 Aka the tips and time-saving tricks that delight your power users.

While procedural knowledge is typically stored separately from the insights from about how to perform those processes at an elite level, you can set your readers up for success by housing the two together (and delivering them in the flow of work!).

4. Create your content and optimize for searchability

With your early research done and your outline ready, writing your user guide should be smooth sailing from here. ⛵

Here are some best practices to keep in mind when writing your user manual:

  • Write as simply as possible. Leave out overly technical jargon, flowery descriptions, and long sentences.
  • List one step at a time. Make your instructions easy to understand. Don't complicate things by adding substeps or combining multiple tasks into one step.
  • Use descriptive and accurate tags, categories, and titles. This can help you support search within a guide and larger databases.
  • For digital manuals, incorporate an interactive table of contents and a search function. Help people find exactly what they need without breaking flow.

Already using Tango? Encourage your users to download the free Tango Chrome Extension. When you visit a website or SaaS tool and there’s a Tango waiting in the wings to make work easier, the Tango extension will light up to let you know Guidance is available.

Once you’re done with your draft, ask yourself, "Can my audience get this process done without interrupting someone else for answers or constantly switching tabs to find the answers they need to do their job?” If your answer is anything other than “yes,” you may need to take another pass—or try implementing a tool that enables better self service. 

5. Incorporate annotated screenshots, diagrams, and other rich media

Have you ever seen a guide say “click here,” only to provide no context where “here” is? 

A simple visual can remove the guesswork and show people where they should go next. It can also cut down on text so people can get the answers they need right away.

Screenshots, diagrams, and other rich media can add context that would take too many words to describe with text alone. To make your visuals even more valuable, add annotations to point to exactly what people need to look at. 

In an ideal world, you’d convert the how-to sections within your user manual into interactive, on-screen walkthroughs that surface the answers people need, when and where they need them. Instead of switching tabs to refer to the steps, you’d be able to show your team and customers exactly what to do and what to click. 

Spoiler: There’s a tool for that. 😁

💡 Let’s Tango: Create user manuals, in seconds

6. test and seek out initial feedback before publishing.

Now’s the time to put yourself in your user’s shoes. 👟

Go through each of the steps yourself to check for accuracy. Once you’ve done a run-through, you can pass it along to your team and customers to get their unfiltered feedback.

The people who use your product every day can offer perspectives and nuances you might’ve missed. They can also point out extra fluff you can cut and clarify instructions that are confusing to follow.

Seeking feedback from people who are completely new to your processes and/or product is equally smart. If one person is confused, there’s a good chance others will run into the same stumbling block!

7. Establish a maintenance plan

If there’s a step that’s tempting to skip right over, it’s this one. And if there’s a step that’s important not to skip, it’s this one. 

Without a maintenance plan, how do you plan to maintain the user guide you’ve put so much thought into?

It can be as simple as setting aside time once a quarter and creating a checklist of sections to revisit. You can also schedule user manual updates to align with upcoming feature updates.

Of course, there’s no need to wait until your next scheduled update if you notice outdated sections. Sporadic updates will crop up, but a formal maintenance plan will help future-proof your guide and keep it from going stale. 

8. Publish and share with your users

When your user guide is finally done and ready for the world to see, publish it in a place where people will find it. 

That might be in your knowledge base (if it’s internal), or in your help center (if it’s external). You can also link to your user guide directly on your product page so people can find it with ease. 

Once you publish it, let people know where it is! For internal teams, send a quick email or note explaining how the guide can support their goals and everyday work.

For customers, add a note to your onboarding communications explaining how they can use your manual to address common feedback or frustrations with the product and where they can find it.

9. Optimize based on feedback

The party doesn’t stop after you hit “publish.” 🎉

With your maintenance plan in hand and the right tools in place, optimization doesn’t need to be as time-consuming as it may seem.

Knowledge sharing tools like Tango make it easy for users to leave feedback directly in an interactive walkthrough, while they’re using it to run through a process. This allows people who are learning to give feedback to people who are teaching and training—while their observations and suggestions are fresh in their minds. Then, you can use their insights to continually improve your guide from the bottom up.

Depending on the platform you’re using to host your user guide, you can also keep tabs on an analytics dashboard to understand how people are using it, where they’re getting stuck, and where they’re finding success. 

Pro tip: Use feedback and analytics in tandem to decide which updates to prioritize.

For example:

  • Analytics: You find that lots of people drop off from your guide after a specific step.
  • Team insight: After talking to your customer support team, you learn that they get a lot of support tickets related to that step.
  • Next steps: Revisit and refresh that set of instructions to address questions from your team and incorporate insights from subject matter experts.

If you don’t have platform-specific analytics, you can also look for other indicators for your user manuals’ performance, like the:

  • Number of support tickets or calls that the user manual covers.
  • Change in positive or negative reviews.
  • Common questions asked in support forums (and the number of comments).
  • Frequency of meetings, screen share requests, and other interruptions between people on your internal team.
  • Amount of time your team internally spends on tasks covered in the user manual.

Tips for creating best-in-class user manuals

Want to know a not-so-secret secret? When people want answers, they want them FAST. 🏇

Making user guides easy to understand can help your team and customers stay focused on what they’re working on. Needless to say, it’s tricky to stay in focus mode when you can’t find what you need (or understand what should be straightforward instructions). 

Here are a few tips you can follow to make your user manuals  as helpful as possible:

  • Find a tool that makes it easier and faster to capture your processes—in ways that your learners like to learn. 
  • Write like you’re talking to a friend with low context of your product or process.
  • Get to the solution fast by being specific, succinct, and leaving out unnecessary steps or information.
  • Consider breaking down complex steps into different sections or topics for simplicity.
  • Use formatting like bulleted lists, bolding, and even emojis to help people digest your information faster.
  • Incorporate visuals , annotated screenshots, and other rich media to help people understand complex processes (and save them from blocks of text).
  • Add a glossary for necessary technical terms and symbols at the beginning of the guide so everyone knows what they mean, regardless of their level of expertise.
  • Create descriptive titles, headers, tags, categories, and tables of contents to make it easy for anyone to find your guide in your database and find the right answers, at the right time, in the right place . 
  • Test for accessibility on different devices, operating systems, and assistive technology.
  • Include links to relevant resources and anticipate what people may need help with next.
  • Give people an easy way to share their feedback while they work so you can continue improving your guide.
  • Leverage analytics to see who’s using your guide, how often, and how successfully.

Benefits to expect from user-centric user manuals

You, your team, and your customers can stand to gain a lot from user-centric user manuals. If you give users what they need to learn while they work , you can enable them to help themselves and help everyone get more work done, faster. 

Learn more about the benefits you can expect when your team and customers have high quality user manuals at their fingertips:

  • Simplified customer and team onboarding and less friction when they’re learning about your product or processes for the first time.
  • More customer self service , less confusion, fewer support requests, and increased customer satisfaction.
  • Empowered sales reps who can quickly walk through features and refresh their memories on the job.
  • More productive support teams who can easily share resources with customers (rather than screen sharing or typing out steps for each request). 
  • Increased efficiency with internal teams who can quickly troubleshoot issues on their own and without interrupting others.
  • Standardized usage to avoid safety, security, or privacy issues as a result of misuse.
  • Surfaced tips and tricks that will help all users use products to their full potential.
  • Fewer meetings, one-off-questions, and screen share requests that take everyone out of the flow of work.

Types of user manuals

User manuals are for—you guessed it—users. Lots of guides can fall under this category, including training and product manuals. Others may go by a different name but essentially mean the same thing (like user guides or user instructions).

Below are a few common examples of user manuals:

  • Product manuals (sometimes called instruction manuals) include instructions for using different product features. These can be synonymous with user guides, but product manuals are generally associated with physical products while user guides are for non-physical products (like software).
  • Service manuals include instructions geared towards maintenance, repairs, and troubleshooting common issues with products. They’re most commonly used for physical products (like cars).
  • Training manuals include instructions for different tasks for a specific job. A training manual can include instructions for using software and other products needed to perform their job.
  • Operation manuals cover instructions for day-to-day tasks a person would complete at their job. Although they can be similar to training manuals, operation manuals are focused on helping people on the job (rather than training them on new topics for the first time).

Real-life examples of user manuals

It’s one thing to talk about great user manuals, and it’s another to create one. Luckily, we rounded up a couple user manual examples you can use for inspiration.

Our Team Workspaces guide covers lots of topics to help people collaborate in shared Workspaces. We answer common questions for topics like managing users and working between different Workspaces.

screenshot of Tango’s help page on team Workspaces

Notion’s Reference section of their Help Center makes it easy for users to find the help they need for their different features. If people want more in-depth resources, they can go to their Learn section for more built-out guides or check out Notion Academy.

screenshot of Notion’s reference section

The bottom line

What does your team’s workday look like without a great user manual—especially if they’re in Customer Support or IT? A whirlwind of customer support tickets, a very sad desk lunch, and too many screen share requests from new hires to count. But with user manuals? Fewer interruptions and more time to (finally) get stuff done.

Wish it were easy to speed up (and level up) all of your process documentation? It can be.

Tools like Tango take care of the tedious parts (read: screenshotting and formatting) so you can get to the valuable parts (read: unblocking customers and teammates). 

When everyone has what they need to succeed, it’s a lot easier to hit your goals, help others hit theirs, and feel accomplished every day. 💃

A user guide and a user manual are different names for the same thing. People may also call them instruction manuals or product manuals.

Keep in touch

We'll never show up empty-handed (how rude!).

You may also like:

LinkedIn logo

What Is an Application User Manual and How to Write One

We'll explain what a user manual is, how to create it, and why it is important to have one.

Davor

📖 Table of contents

Answer questions instantly

Build beautiful documentation portals that answer questions for your users, developers or team.

Discover Archbee

It goes without saying that you want to provide the best possible user experience to the customers who choose your software product.

There is also no doubt that the users of your application want to use it to its fullest potential and have their needs met quickly and efficiently.

So, how can you ensure that all of those wishes are fulfilled? An excellent way to do that is to write a top-notch application user manual.

If you’re curious about what a user manual is, why it is important to have it and how to create it, keep reading because we have answers to all those questions.

What Is an Application User Manual

When was the last time you encountered a software application that didn’t come with a user manual?

That’s because software apps without user guides are basically non-existent these days.

And there’s a good reason for that.

Software products are complex, so a manual with information about setting the application up, using its features, or troubleshooting is a must-have, whether your users are laypersons or developers with technical expertise.

As Brayn Wills, a knowledge management expert, explains, an application user manual is a comprehensive resource with all the product information.

An online user manual is a one-stop platform where customers can find all product or service-related information in seconds.

Great user guides help users familiarize themselves with an app and use all its potential.

For that, they should have some key elements like:

  • Getting started guide
  • Step-by-step instructions
  • Troubleshooting section

Let’s look at an example.

Hotjar, a popular behavior analytics tool, has a user manual that ticks all the necessary boxes.

For example, they have a Getting Started section for all of the instructions on essential features.

Getting Started section in Hotjar

That’s where new users can familiarize themselves with the application and its basics.

Next, instructions are a crucial part of an application user manual—specifically, the way they’re presented.

That’s important even if the instructions are aimed at more knowledgeable users like software developers.

For instance, Hotjar has step-by-step instructions for manually adding the code to the website when installing their tracking code.

Hotjar step-by-step instructions for manually adding the code

In addition to detailed instructions, a user manual also should have a troubleshooting section.

Using software products doesn’t always go according to plan.

The Hotjar team prepared for occasions like that and provided a resource with answers to common problems with the installation.

Hotjar resource with answers to common problems

That way, users can solve issues by themselves.

To sum up, an application user manual is a vital document. It ensures that the users have a resource with all the knowledge they need to use the app properly.

That leads us to the next section, where we’ll dive deeper into the reasons why you should write such a resource.

Why Should You Write a User Manual

Having an excellent user manual for your application brings many benefits not only to the users of your app but also to your company.

When it comes to the users, a manual is there to help them get the value out of the app.

The sooner they know about the app’s features, how to use them, and how to get the most out of the product in general, the sooner they’ll realize how valuable it is for them.

And users who see value in your product won’t have a reason to abandon it.

Can they learn all about your application in other ways? Sure. They can, for example, ask your customer support agents dozens of questions.

However, most users prefer to learn by themselves.

The data supports that. According to Harvard Business Review, 81% of customers across all industries prefer to handle matters alone before reaching out to a live representative.

81% of customers across all industries prefer to handle matters alone

Regarding benefits to your company, they stem from the great experience users get when using an excellent self-service knowledge resource.

More specifically, a user manual takes some of the load off the customer support team.

When there is a detailed resource for users, customer service agents don’t need to repeatedly answer the same questions and waste time explaining basic functions.

Instead, they can focus on complex issues that require their full attention.

If you have an extensive user manual like, for instance, SurveyMonkey does, users can satisfy virtually any of their information needs.

Creating Surveys in SurveyMonkey

Take a look at the table of contents on the left-hand side. It has ten categories of content, and each of them has subcategories.

As you can see, the Creating Surveys section has 11 subcategories. But that’s not all.

Each of these subcategories contains multiple articles. For example, Designing Your Survey has 12 of them.

With that amount of information available, users can learn about the product, find answers to their questions, and derive value from the product—all of which are great reasons to write a user manual.

How to Write an Application User Manual

Now that we’ve established what an application user manual is and why you should invest your time and effort into creating it, let’s examine the process of writing it more closely.

As with any task of such scope and complexity, it has steps that you follow to maximize the chances of creating a valuable resource. So, here's how to write technical manuals :

Let’s start with the first one—planning.

1. Plan Out the User Manual

Writing a user manual is a detailed and extensive project to take on.

If you want to create a resource that will deliver knowledge to the readers, you should plan it out meticulously.

The more detailed your plan for a manual is, the better the chances it will ultimately serve its purpose of teaching about a product, its use, and solution to potential problems with it.

Therefore, before you write a single word of it, you should consider things like:

  • What information to include?
  • How to structure the information?
  • Who is responsible for creating, approving, and maintaining the manual?
  • What type of visuals should you prepare and use?

Having answers to questions like these is already a big step toward making a high-quality user manual.

To answer them, you should identify your audience and determine their needs.

For instance, software developers have a higher level of technical knowledge than your average user and therefore require different content in a manual.

They might not need to give elaborate instructions on how to sign in to your application, but they’ll benefit from detailed information about each endpoint of REST APIs.

In addition to the manual’s content, you should also plan its delivery. For example, you might follow the advice of the Reddit user below.

Advice of a Reddit user

On the other hand, you might decide to use a different way of providing instructions than the numbers list.

The point is that you should plan that out before writing. That way, your writing process will be smooth, and you’ll create high-quality software documentation .

2. Structure the Document

After you make a plan for your manual, the next step is to structure it.

A good structure is fundamental to a document’s usefulness. Its content should have a logical hierarchy so readers can intuitively follow it and quickly access the information they need.

For example, a logical structure of a manual would be to put the basics of using the application before explaining advanced features.

Take a look at the example from Asana’s user manual below.

Asana’s user manual

As you can see, there is a table of contents on the left-hand side, and the Fundamentals section at the top.

That means the reader should go through that section before reading about the more advanced features like Projects, Permissions, API, etc.

The table of contents, like the one you can see above, is an excellent way to ensure easy navigation through the manual.

Of course, to have a table of contents, you should format your manual using headings and subheadings.

For instance, categories in Asana’s manual are represented by headings, and every subcategory is a subheading in the table of contents.

Categories in Asana’s manual

As you can see, one of the subheadings of the Tasks heading is called Task actions . That subsection has its own subheadings the reader can click on.

A structure like that makes navigating the user manual easier, which is especially important if you have a large amount of content in it.

What also impacts the usefulness of your user manual is the way you write it. Let’s examine that more in the next section.

3. Write Using Plain Language

Nothing will make a user manual more useless to a reader than if they can’t understand it.

If you write in such a way that the reader needs a dictionary and advanced googling skills to get through your manual, that’s a surefire way to frustrate and alienate them from your product.

The solution is to write in plain language .

Here’s some advice on what to focus on from Joe Devney, a technical writer and linguist.

Advice on what to focus on from Joe Devney

In other words, a high-quality application user manual is understandable to a wider audience.

The writing should be clear and accessible, with as little technical jargon and complex terms as possible.

However, since the user manual is for a software product, you most likely won’t be able to avoid using technical terms completely.

That’s perfectly fine, as long as you define them when you introduce them or create a glossary to which the readers can turn.

For example, Apple has an extensive glossary for the Final Cut Pro software.

Apple has an extensive glossary for the Final Cut Pro software

Since they use a lot of industry terminology and abbreviations in their documentation, readers rely on the glossary extensively.

That’s why using plain language is important. You can help your customers understand complex concepts regardless of their level of expertise.

And even if they are industry experts, they’ll probably enjoy simple writing that’s easy to follow more than they would a stretch of convoluted sentences they’d have to re-read several times to understand.

4. Add Visuals to the Document

Your user manual should provide easy-to-understand instructions and explanations, and adding visuals is one of the most efficient ways to do that.

Visuals are a convenient and effective way to relay information.

For instance, instead of writing multiple paragraphs of text describing how to use a particular product feature, you can use visuals to show that to your readers.

Furthermore, if you combine visuals with text, you have an unbeatable combination that can clarify any concept or instruction.

Below, you can see how that works in the Unbounce documentation.

Unbounce documentation

First, they briefly explained how to get started with creating a landing page. Then, they illustrated that process with an annotated screenshot.

That’s a great way to ensure that every reader understands the instructions.

In this case, the team from Unbounce also included a video that explains which site builder to use.

Unbounce video that explains which site builder to use

Video is another type of visual you can include in your user manual.

But screenshots and videos are only some of the useful ways you can use to convey information quickly.

You can also use visuals like:

All of them can serve as an addition to textual content that makes the whole experience of using a manual more enjoyable and purposeful. It's easy, great user documentation equals great documentation.

5. Review the User Manual

After you’ve completed all the previous steps in the process of creating your application user manual, there’s only one more to do—review it.

First, your manual should be free of grammatical errors, typos, or other language mistakes.

That way, you avoid any confusion in readers’ minds and retain your credibility.

If you don’t have a professional editor at your disposal, you can turn to tools like Grammarly.

Grammarly can detect errors as well as give suggestions for structuring your sentences, using more engaging language, etc.

Grammarly can detect errors as well as give suggestions

After you’ve polished your text, you should test your user manual.

What do we mean by that? Well, as we’ve mentioned, a manual is a document with a clear purpose—to teach, inform, and provide solutions to problems with an application.

That’s why it’s helpful to ask for feedback from a coworker who can notice possible issues with the content or suggest possible improvements.

Speaking about tools, here's a list with top technical writing tools for creating user manuals that you should use!

If you use Archbee to write and publish your user manual, collaborating with your team is effortless.

Use Archbee to write and publish your user manual

You can add comments to the text, mention team members you want feedback from, and discuss with them inside the document. After you’ve obtained your feedback and reviewed the whole manual, it’s ready for publishing.

Before conclusions, we want to give a quick read recommendation. If you ever wondered that is there a difference between a user manual and a training manual , than we got a good answer for you in our blog post.

An application user manual will set your users on a path to successfully using your software product.

They will get all the knowledge to use it efficiently and make it a part of their everyday routine.

In this article, we’ve aimed to provide you with helpful information about user manuals and advice on creating them.

If you use that knowledge, you can write a user manual and make sure it is a valuable resource for your users in all situations.

Frequently Asked Questions

What is an application user manual, why is it important to write a user manual for a software application, what are some steps to write an application user manual, what are the benefits of adding visuals to a user manual, what should a review process for a user manual include, read more in, documentation.

how to write a software application user manual

A Guide to Writing Your First Software Documentation

Maria Antonietta Perna

As a developer, your pride and joy is your code. It’s readable, it meets DRY principles, it reflects best practices, and the end product is a great tool that solves some kind of problem for its target users. However, no matter how much work you’ve put into your code, if your software comes with no documentation, or you write documentation as an afterthought and treat it with little importance, it’s likely users will find little joy in working with it, and eventually opt for a different, more user-friendly product.

In this article, you’ll find a number of practical guiding principles to get you up and running with writing your first software documentation.

Why Documentation Is Important

In reference to your software, Mike Pope has a fitting saying that goes like this: If it isn’t documented, it doesn’t exist .

Why’s that? Well, just to take my personal experience as an example, I was browsing the Web looking for new JavaScript animation libraries to try out and I came across one with a description of its features that I really liked. However, there was no documentation, not even a Getting Started section, but just a bare-bones API page with almost no explanations or examples. Do you think I ended up using that library? Of course, I didn’t. I got so frustrated with it that I moved on to something that made more sense to me.

To the question of why good JavaScript libraries fail , Nicholos Zakas gives the following answer :

Lack of documentation . No matter how wonderful your library is and how intelligent its design, if you’re the only one who understands it, it doesn’t do any good. Documentation means not just autogenerated API references, but also annotated examples and in-depth tutorials. You need all three to make sure your library can be easily adopted.

Another important reason why your software docs are crucially important is that they serve as a communication tool between your present self and your future self, and also between your present self and other developers who eventually might find themselves working on your software. Even if you write readable and commented code, this doesn’t necessarily mean it will still be clear to you in six months’ time why you wrote a function, or any other piece of your code for that matter, the way you did.

Documentation allows you to transfer the why behind code. Much in the same way code comments explain the why , and not the how , documentation serves the same purpose. — A Beginner’s Guide to Writing Documentation

Surely, you want people to use your code and also to be able eventually to update it and improve on it. These are all contributing factors to the growth of a supporting community behind your product, which is important for it to gain robustness, maturity, and success.

It’ll be mighty hard to accomplish all this if your software doesn’t have great docs to go with it.

Who Software Documentation Is For

When writing anything, make sure it’s clear in your mind who your audience is. Docs are no exception to this rule. Doing so clarifies in your head the problems your audience is likely to face, the familiarity it’s likely to have with your product or the prerequisites for using your product. This information is crucial to the way you create the content and the language you use.

There are two kinds of documentation this article is not concerned with:

  • User manuals. For instance, my sister might decide to use WordPress for publishing her own blog. She’s not a developer, but she’s heard that non-devs can get their blog up and running in no time with WordPress. Now she’ll be needing instructions on how to download and configure the software on her server, how to write, publish, and update her posts, how to add images to a post, etc. In other words, she’ll need a user manual.
  • Project documentation. This kind of documentation has more to do with the project than with the software itself, although some of its content could go in a project’s Readme file. To continue with the WordPress example, after getting lots of practice with WordPress, I might decide I’d like to add a feature to the software or fix a bug or two. In this case I’ll need to know things like changelogs, conventions and best practices, contribution policies, how to participate in team discussions relevant to the task at hand, etc.

The kind of documentation I’ve got in mind here is mainly aimed at developers who have different levels of familiarity with your software and need to use it in their projects. For instance, if I’m creating a WordPress theme, then I’ll need to know how to get started, how to include style sheets and JavaScript documents, how to communicate with the database to display posts, etc.

What to Include in Your Documentation

A popular approach is Readme Driven Development , championed by Tom Preston-Werner. It consists of writing the Readme document before you even start writing any code. This document is an introduction to your software and usually includes:

  • an explanation of what your software does and what problem it solves
  • an example illustrating the circumstances in which your code would normally be used
  • links to the code and bugs tracker
  • FAQs and ways to ask for support
  • instructions on how to install your software
  • license information

However, in my view, having a solid documentation that can really help developers who use your software/library should go well beyond the classical Readme file. Following Daniele Procida , I suggest you include the following items in your documentation material for a great user experience.

A beginner will love to find a tutorial in your software docs. Tutorials are about showing users how to complete a project using your software, so that they can quickly get a sense of what they can do with it.

Tutorials are lessons that take the reader by the hand through a series of steps to complete a project of some kind. They are what your project needs in order to show a beginner that they can achieve something with it. — Daniele Procida

How-to Guides

How-to guides help users solve a real-world task using your software. Procida compares them to recipes in the sense that they are directions you give users so that they can successfully reach a certain goal. Unlike tutorials, which are aimed at complete beginners, how-to guides assume users already possess some basic knowledge of features, tools, and of how to perform simple tasks.

Reference Guides

Reference guides are technical references of your software’s code — functions, APIs, etc. — and offer a basic description of how to use the software. For example, you’ll find an illustration of how to instantiate a specific class, how to call a particular method, and so on.

Reference guides are technical descriptions of the machinery and how to operate it. — Daniele Procida

This is the piece of documentation you’re likely to find in most projects. Developers tend to be quite good at writing it since they know all about their code and how to use it.

Explanation

Explanations are a deep dive into, or a discussion on, a particular topic you think is relevant to a higher-level understanding of your software. About explanations, Procida points out that —

This section of documentation is rarely explicitly created, and instead, snippets of explanation are scattered among other sections. Sometimes, the section exists, but has a name such as Background or Other notes and doesn’t really do justice to the function. A topic isn’t defined by a specific task you want to achieve, like a how-to guide, or what you want the user to learn, like a tutorial. It’s not defined by a piece of the machinery, like reference material. It’s defined by what you think is a reasonable area to try to cover at one time, so the division of topics for discussion can sometimes be a little arbitrary.

Things You Need to Pay Attention To

Let’s go through some useful pointers about making your docs user-friendly and relevant.

Make Your Docs Discoverable

It’s a good idea to put some work into making your software documentation easy to find. You could use some SEO techniques together with some marketing strategies so that as many users as possible can get hold of it.

Also, what you put in your docs should be organized into a structure that makes searching for specific information a breeze. Steve Konves recommends you structure your docs in a singly linked tree: starting from the root node, which should be placed in an obvious location for every interested user to discover, all other items can be easily accessed. The project’s Readme file lends itself to working really well as a great root node for the entire tree.

Also, if you receive help requests from your software’s users, you could write the answers and make them available in an easily accessible FAQs page. Doing so will decrease the time you spend helping users, but it will also give you a clearer idea of the kind of information users need most frequently so that you can document them first and keep them in a prominent place in your docs.

Ensure Your Docs Are Up-to-date and Free of Bugs

Easily accessing your software documentation is great, but if users find out that its content is out of date or the sample code or instructions lead to buggy results, this gets frustrating, to say the least. Still, Steve Konves suggests you keep your docs close to the code — for instance, in source control. This way, when developers update the code, they’ll notice the documentation material, which makes updating the docs a much more likely occurrence.

Also, to minimize the occurrence of bugs, thoroughly test the instructions and the code samples you provide in your docs.

Extra Tip and Some Popular Examples

Don’t stop at documentation. Blog posts are great for making your software and its features known to a wide audience of potential users. Use your blog to offer clarifications of what your product does, deliver user-friendly tutorials, tips and tricks, walk-throughs, explain updates, etc. You can include your blog in a stand-alone website dedicated to your software — perhaps with a forum — around which a strong community can gather and grow.

A great example of this wider idea of documentation in my view is implemented by GreenSock , a widely successful JS animation platform, which I find myself using a lot, not least because its website makes available easy-to-use and well-structured docs, a super helpful forum, blog posts, quick tips, and much more.

React and Vue.js can also be counted as great examples. As soon as you access their respective websites, the home page tells you what each library is good for in a quick tagline, and then goes into more details on why the library can be considered a great choice for your project. Both websites make getting started less intimidating using gentle introductions, illustrative snippets, short tasks beginners can accomplish using code playgrounds, etc. Once users have gained a bit of confidence with the new software, they can find the more technical API docs readily, plus pages detailing how to get help, displaying information on the ecosystem, offering a news or blog section, etc.

To leave the JS zone and go into the field of popular UI libraries with great websites, I can’t leave out Bootstrap . On the Bootstrap website you’ll find right away what the library is good for and how to get started quickly, as well as comprehensive and well-structured docs and a blog to keep users updated on what’s new.

Writing good documentation has its challenges, but it certainly pays off a hundred times if you think how much easier it will be for your users to implement your software’s capabilities. This in turn contributes to your software’s popularity, which makes it attractive and therefore open to the possibility of giving rise to a community of developers who are willing to invest their time in learning it deeply and contributing to its growth, stability, and long-term usage.

Frequently Asked Questions (FAQs) about Writing Software Documentation

What are the key elements to consider when writing software documentation.

When writing software documentation, it’s crucial to consider the target audience, the purpose of the document, and the type of documentation being written. The language used should be clear, concise, and easy to understand. The document should be well-structured, with a logical flow of information. It’s also important to include visuals like diagrams or screenshots where necessary to aid understanding. Lastly, always ensure the document is thoroughly reviewed and edited for accuracy and clarity.

How can I make my software documentation user-friendly?

To make your software documentation user-friendly, use simple and clear language. Avoid jargon and technical terms as much as possible. If you must use them, ensure you provide clear definitions. Organize your content logically and use headings and subheadings to make it easy to navigate. Include a table of contents and an index for longer documents. Use visuals like diagrams, screenshots, and videos to illustrate complex concepts.

What are the different types of software documentation?

There are several types of software documentation, including system documentation, user documentation, and technical documentation. System documentation provides an overview of the software system, including its architecture and data flow. User documentation provides instructions on how to use the software and includes user manuals and help guides. Technical documentation is intended for developers and includes code comments, API documentation, and development guides.

How often should software documentation be updated?

Software documentation should be updated whenever there are significant changes to the software. This could be due to new features being added, existing features being modified, or bugs being fixed. It’s also a good idea to review the documentation periodically to ensure it’s still accurate and relevant.

What tools can I use to write software documentation?

There are many tools available for writing software documentation, including word processors, documentation generators, and specialized documentation tools. Some popular options include Microsoft Word, Google Docs, Doxygen, and Sphinx. The choice of tool depends on your specific needs and the complexity of the software.

How can I ensure the quality of my software documentation?

To ensure the quality of your software documentation, always review and edit your work thoroughly. Consider having a colleague or a professional editor review your document. Use a consistent style and format throughout the document. Ensure the information is accurate, up-to-date, and relevant. Lastly, consider getting feedback from users to identify areas for improvement.

What is the role of visuals in software documentation?

Visuals play a crucial role in software documentation. They can help illustrate complex concepts, making them easier to understand. They can also break up large blocks of text, making the document more readable. Examples of visuals include diagrams, screenshots, flowcharts, and videos.

How can I make my software documentation more engaging?

To make your software documentation more engaging, use a conversational tone and active voice. Break up large blocks of text with visuals and bullet points. Use examples and case studies to illustrate concepts. Include interactive elements like quizzes or exercises where appropriate.

What is the importance of consistency in software documentation?

Consistency is important in software documentation as it makes the document easier to read and understand. It also gives the document a professional look and feel. Consistency applies to language, style, format, and visuals.

User Manuals and Other Documentation: Types, Tools, and Best Practices

  • 20 min read
  • Business ,   Engineering
  • Published: 21 Oct, 2021
  • No comments Share

funny hoodie label

A hoodie tag. No one reads it anyway :-) There’s more at boredpanda.com

There are many reasons why users don’t want to read the manuals. Some say they are too long, or boring, or focus on technical details rather than actual features -- and then, there’s always YouTube with short how-tos on the product. However, the law requires technology producers to create user manuals. And in fact, manufacturers themselves are eager to provide instructions and avoid the never-ending (and costly!) calls to their service centers with the same “how to” questions that could be easily answered by just glancing at the manual. The same with software products. User documentation is an essential part of technical documentation on any system. And even though it’s kind of a hassle to create it, you have to provide your consumers with a good guide they can rely on. In this article, we’ll explain what it is, explore its types, and discuss how to write documents your users would want to read.

What is user documentation?

software documentation classification

Main types of software documentation

So why is documentation so important for users? After reading the product’s user manual, they can learn

  • the features of your software,
  • how to use your product,
  • what NOT to do to avoid problems,
  • how to address issues that arise in spite of all precautions, as well as
  • the useful tricks, shortcuts, and tips.

funny soup cooking directions

A lot of useful information here. Source: Awesome Inventions

Also, remember that program user documentation is meant not only for end-users but also for IT specialists who, for example, join the development team or start using proprietary software your company might be implementing. Well-written guides and manuals will facilitate the onboarding process.

What to consider before creating user documentation

Creating great documentation involves preparation and making decisions on a number of important questions.

  • Which types of documents are you going to create? In which format? Is it going to be a full-blown paper manual or an online knowledge base?
  • Who are the main users of your product? Are they tech specialists or ordinary people?
  • How about foreign users? Should you translate your content into other languages or localize it?
  • Who is going to take part in writing this documentation? Is it a collaborative effort or a task of a specific person? Do you need to engage external specialists, e.g., an editor or tech writer?
  • Who is responsible for the end result?
  • Are there any existing informational resources on the product or do you have to create everything from scratch?

funny moisturizer description

It’s always good to know your customer. Source: Elite readers

Basic components of user documentation

To bring value, good user documentation for software products must include a number of essential elements:

  • minimum hardware and software requirements,
  • installation/setup guide,
  • instructions on how to start the system,
  • description of main features,
  • instructions on how to use the system,
  • cautions and warnings,
  • troubleshooting steps with examples of error messages, and
  • contact information in case undocumented questions arise.

User documentation is a part of your customers’ experience, so it’s crucial that you have it well-structured and simple to understand for users with different technical backgrounds. After all, it creates your brand image. So, let’s look at the types of materials that can be provided and how you can make them shine.

Types of user documentation

Depending on your needs, there are several types of user documentation that can be written separately or comprise a comprehensive user guide. Let’s discuss each of them.

A quick start guide

MS Word quick start guide

MS Word quick start guide

Practical tips: Use imagery . Despite being concise, a good quick start guide contains illustrations and visual indicators to support descriptions and emphasize essential information. Choose scenarios carefully. Describe the most common scenarios of interacting with your product as in most cases you won't be able to cover all of them or include any details on troubleshooting (not to mention extra tips). A good idea would be to conduct research on how consumers plan to use your product and choose the most typical cases. Samples and templates to check:

  • Quick Start Guides
  • Quick Reference Guides (they’re pretty much the same as quick start guides)
  • Nautilus Quick Start Guide
  • Kaya platform Quick Start Guide
  • an online version of a quick guide
  • MS Word Quick Start Guide (downloadable link)

Installation and setup instructions

An installation guide or manual focuses mainly on how to install the product rather than on its features or usage scenarios. In the case of software products, it’s also referred to as a setup guide that should provide configuration procedures to make the system ready for use. A typical installation guide includes such sections as

  • an introduction that describes the purpose of this document, general product information, trademark details, various disclaimers, and so on;
  • pre-installation or system requirements that explain what hardware and software are needed for your product to function properly. Depending on the product specifics, you can also include information on other prerequisites such as web server or API configuration;
  • a step-by-step installation procedure that lists the required steps a user must perform to install and configure the product;
  • troubleshooting that describes how to fix common issues that the user might encounter during installation;
  • uninstall procedure that explains to the user how to uninstall the product; and, if necessary,
  • any appendices that provide more information (such as a list of used acronyms or related documentation).

There is no single universal way of writing an installation guide. You are free to include any information that you think will be helpful during this initial phase of using your product. It can be as simple as these concise installation instructions of Energy Lens. For a more comprehensive example, check this installation guide for multifunction printers. Practical tips: Provide step-by-step instructions . Break an installation procedure into small steps, arrange information in a logical sequence, and describe it piece by piece. A detailed explanation will surely be appreciated, especially by inexperienced users. Add visual content. This one’s always helpful. Both step-by-step instructions and troubleshooting work better if supported by screenshots, so include illustrations in your guide. Better yet, provide a tutorial video. Include a checklist . Especially in the case of installing some complicated software systems, a checklist comes in handy to ensure that the setup was successful and all elements were installed correctly. Samples and templates to check:

  • Installation Guide Template
  • Install Document Template (downloadable link)
  • Designer installation guide
  • eZ Flow Setup Guide

User manual

A user manual or user guide is the most well-known type of user documentation. It contains the fullest information on the product and is often composed of the sections we describe separately. Anyway, here’s what it typically includes:

  • a title page (often with copyright information),
  • a preface that describes how to navigate the guide,
  • table of contents,
  • a purpose overview,
  • an audience section that defines the probable users of the product (and, essentially, readers of the manual),
  • a scope section (often serves as a disclaimer),
  • an overview of the main features and a guide on how to use them,
  • a troubleshooting section,
  • a FAQ (Frequently Asked Questions) section,
  • contact details and where to look for more information or assistance, and
  • a glossary and/or index.

A user manual is a single source of truth about your software so make sure it’s as complete and detailed as possible. Note that it’s created not only for new users but also for those who want to know more about the features. Practical tips: Limit the background information . Most people would never read your company description or legal disclaimers. We understand that it’s an essential part of the documentation but try to make it as succinct as possible. Break it down. The multiple features of complex systems have to be described separately. Arrange your content into logical sections dedicated to different aspects or functionality of your product. Make it online . If we talk about figuring out how the software works, users are likely to hunt for information online. Besides, web content is cheaper to publish and a lot easier to update. So, even if you have to print your manual, be sure to provide an online copy or a knowledge base where your customers or internal users can find the necessary information. Consider creating multiple versions . It sometimes happens with business software systems that different user groups might need different manuals. In this case, you might have to create several versions of user guides that would describe different functionality or aspects. For example, you can make a guide for employees with a standard functionality overview, a guide for a management team that would have access to more features, a guide for system administrators, and a guide for developers. Samples and templates to check:

  • TemplateLab
  • SampleTemplates
  • Instrktiv (downloadable MS Word template)
  • Zimbra User Guide

Amazon Athena FAQ webpage

Check the clear and intuitive structure of these Amazon Athena FAQs

Samples and templates to check: FAQ template WhatsApp FAQ YouTube FAQ

Troubleshooting guide

a sample troubleshooting guide

Troubleshooting audio and video conferences. Source: SlideShare

funny error message

Creating error messages is an art. Source: UX Planet

Add contact details . After listing all the common problems, probable causes, and imaginable solutions, provide your support team's contact information. Sometimes people just need to talk. Samples and templates to check: PC Troubleshooting and Maintenance Guide OpManager Troubleshooting Guide (downloadable link)

Online knowledge base

Spotify online help desk

An example of an online knowledge base. Source: Spotify Help Desk

A knowledge base can contain various materials such as

  • introductory information,
  • technical documentation,
  • how-to step-by-step process guides,
  • video tutorials,
  • educational articles,
  • troubleshooting procedures, etc.

fitbit support center

Fitbit help desk with a forum and support options

Implement localization . People like getting information in their own language. So, take care of your global audience and consider using location data to adapt your content. Localization can also mean converting units of measurement, currencies, date and address formats, and so on. Test usability . With online materials, a good practice is to conduct usability tests to check the intuitiveness, ease of interaction , and overall user experience with your help pages. Samples and templates to check: Starbucks Customer Service Instagram Help Center Nike Help Center

Onboarding flow

Expensify app user onboarding flow

Expensify app user onboarding flow. Source: UXCam

Onboarding flow can be considered a substitute for a quick start guide for software. Typically, it highlights the main features of the system, guiding the user from the basics to the more complex functionalities. However, other types of onboarding flows exist.

  • Benefit-focused describes the key benefits and how to achieve them with your product.
  • Function-focused briefly defines the main functions of your product and how to use them.
  • Doing-focused guides the user through the most common actions.
  • Account-focused walks the user through the initial stage of account or profile creation.
  • Mixed or hybrid combines the elements of all of the above in case of complex programs or systems.

evernote app onboarding flow screenshot

An option to refuse the Evernote onboarding

Create onboarding flows for different stages . User onboarding is not only about the sign-up stage. Implement an onboarding flow after the account is created to describe the functionality and then later in a product life cycle as you release updates -- to introduce users to the new features. Samples and templates to check: Apptimize UXCam

User documentation best practices

Here are more ideas on how to write excellent documentation that will make your users’ lifes easier.

Make it easy to read and understand

This is the first and most important piece of advice. First, not all of your users might be as tech-savvy as you think, and also, again, people don’t like to read too much. So do your best to make your documentation as understandable as possible to keep your readers’ attention. Use plain language. Write for users, not developers. Try to avoid technical jargon or acronyms your readers might not be familiar with. Don’t assume they know what you do and just keep it simple while avoiding at all cost a patronizing tone. Be concise. Short writing is good writing. Try to find the balance between being succinct and descriptive. Keep your content short but include all the important information. Avoid long paragraphs. Long chunks of text scare people away. Try to break your content into digestible pieces that convey one thought at a time and are easy to grasp. Also, a good practice is adding lists and step-by-step instructions. Keep logical flow and structure . Make a sensible hierarchy of headings and subheadings to clearly define what every section is about. Also, arrange your content in a logical order, e.g., start with requirements, then setup instructions, the basic features, more advanced functionality, etc. Be consistent in style . Even if multiple people are involved in creating documentation, use templates or unified schemas to keep the same layout and design. It’s also a good idea to involve an editor to work on the content style.

Pay attention to design

To make documentation easily readable and understandable, you have to choose a proper design. You can check our article about information architecture to get an idea of how important a good layout is. Besides, it’s a great chance to increase your brand awareness. So if you have a unique design style for your company, be sure to use it.

Use imagery

funny underwear instuctions

That’s better than describing it with the text, isn’t it? Source: Awesome Inventions

So, include images, screenshots, diagrams, graphics, and videos in your documentation. Also, consider adding icons and colored indicators to highlight the most important pieces of information or support structural division.

Include navigation

In today’s fast-paced world, people don’t want to waste time searching for what they need throughout the text. So, it’s crucial to help them find the necessary information quickly. Some of the ways include:

  • search bar,
  • intuitive categorizing,
  • clear headings, and
  • cross-links.

Microsoft Docs FAQ page

A variety of navigation components at Microsoft Docs FAQs

Include links

In the case of online documentation or knowledge bases, adding links is a good way to avoid excessive descriptions and just redirect readers to a different page where they can explore more if they are interested. You can also provide links to FAQs, user forums, and other related information sources.

Watch for bugs

Be careful with code samples, error messages, and other screenshots you include in your documentation. Test all the features thoroughly before describing them in your manual.

Update often

It’s crucial to keep your user documentation up to date. Any new feature or change in functionality is a reason to immediately update your materials. It’s more difficult to do with printed manuals, but if you have, say, an online knowledge base, you must make sure that it’s always accurate and current.

Ensure accessibility

Consider the limitations of user groups with disabilities (e.g., color-blind, low-vision, etc.). Some of the ways to meet their needs are to use meaningful hyperlinks, captions, understandable headings, alternative text to images, and so on. Check the Web Content Accessibility Guidelines (WCAG 2.0 AA) developed by the World Wide Web Consortium (W3C) for more information.

Make a glossary

Since we're talking about software products, you'll more than likely have some technical terms in your manuals that would demand an explanation. Don’t leave your non-technical users behind -- provide them with a glossary that describes the meaning of all complex terms, acronyms, concepts, etc.

Allow content repetition

It’s okay if information overlaps. We’ve already mentioned that some documentation can be created separately or as a part of, for example, a user manual. Besides, the same information can be included in different sections. You never know what your users will actually read, so don’t hesitate to include the most important details, precautions, or instructions in several places. Better safe than sorry.

Involve subject matter experts

How well do you know your product? And how well does your development team know it? In many cases, stakeholders and tech specialists are aware of different aspects of the product (e.g., business vs functional vs technical). So, it’s often a good idea to have a subject matter expert who will know all the system inside out and be able to give the most comprehensive and accurate description. It can be the project or product manager or someone from the tech team who knows what the heck is being done here.

Test and improve

As you have your documentation ready, test it with real users to make sure it fulfills its objective and helps consumers in using your product. Involve different people for best results, including your employees, developers or engineers who worked on the product, first-time external users who are not familiar with your product, and people with disabilities. Gather their feedback and improve your user documentation if necessary. Okay, so now you know how to write great user documentation. But don’t grab a pen and paper and start writing it. There’s a better way.

Tools to create user documentation

Nowadays, people use software to create software and write about software. It makes the process way more efficient, believe us. However, you have to realize that it might require investment and some time and effort to master the new technology. Today, a huge variety of specialized tools exist that make document creation and maintenance so much easier. If you deal with software development, you might already be using or at least be familiar with platforms for writing technical documentation . They can be general purpose to manage all the project documentation or narrow-focused to create specific pieces of paperwork. Here, we’ll only talk about tools that would help you with user documentation. We’ve already mentioned content management systems -- and that’s what you need. Such platforms normally have a bunch of useful features to facilitate document creation:

  • multiple format support that would allow you to import and export files in various formats from and to other systems, including media files;
  • multiple language support to create custom documentation for foreign users;
  • version control to manage previous document versions;
  • collaboration support that would allow team members as well as specialists from other departments to take part in document creation and editing;
  • flexible access management to grant different permission levels to different user groups;
  • branding support to make user documentation in line with your company branding (customize colors, fonts, layouts, etc.);
  • multiple templates for different document types or online help tools such as knowledge bases, chatbots, etc.

Modern software documentation tools and content management systems offer robust functionality and a user-friendly interface, so the choice is yours. Here are some popular platforms you can consider implementing. Confluence by Atlassian and Bit are multi-purpose tools to keep and manage all kinds of your tech documentation in one place and support team collaboration. ClickHelp , Adobe RoboHelp , and MadCap Flare are comprehensive content management tools that help create a variety of product documentation for both online and offline output formats. Document360 , ProProfs Knowledge Base , and Helpie Knowledge Base are mainly focused on creating online help platforms and knowledge bases. Helppier , Whatfix , WalkMe , and Joyride plugin can be used to design user onboarding flows. There’s no reason you shouldn’t be using the handy tools that already exist to make your life easier. In addition to implementing dedicated software, take advantage of ready-made templates.

User documentation templates

funny instruction for chopsticks

Just another super useful piece of instruction. Good luck! Source: Elite readers

Subscribe to our newsletter

Stay tuned to the latest industry updates.

Latest Business Articles

Product management KPIs

20 Key Product Management Metrics and KPIs

product management featured

Product Management: Main Stages and Product Manager Role

New Zealand Hobbiton Movie Set

Hotelier's Guide to Google Hotels and its API: Listing, Updating, Competing

Quality Assurance Quality Control and Testing G the Basics of Software Quality Management

Quality Assurance, Quality Control, and Testing — the Basics of Software Quality Management

Join us on the techtalks.

Discover new opportunities for your travel business, ask about the integration of certain technology, and of course - help others by sharing your experience.

Write an article for our blog

Almost 50 guest articles published from such contributors as Amadeus, DataQuest, MobileMonkey, and CloudFactory.

Any Questions? Let's Discuss!

Discuss your project needs with our architects.

By clicking contact us you confirm, that you understand and agree to the Privacy Policy

Hey there, awesome visitor! 👋 Our website is currently undergoing some nifty upgrades to serve you even better. But don't worry, we'll be back before you can say "SearchMyExpert rocks!"

The Ultimate Guide to Writing User Manuals for Software

how to write a software application user manual

What is a user manual?

A user manual is a document that provides users with instructions on how to use a product or service. In the context of software development , a user manual is a guide that helps users learn how to use a software application.

Why are user manuals important in software development?

User manuals are important in software development because they help users:

  • Learn about the features and functionality of the software application.
  • Get started with using the software application quickly and easily.
  • Troubleshoot problems that they may encounter when using the software application.
  • Get the most out of the software application.

Different types of user manuals

There are many different types of user manuals, each with its own specific purpose. Some common types of user manuals include:

  • Reference guides: Reference guides provide detailed information about the features and functionality of a software application. They are typically used by users who need to learn about a specific feature or task.
  • Getting started guides: Getting started guides are quick and easy-to-follow guides that help users get started with using a software application. They typically cover the basic features and tasks of the software application.
  • Troubleshooting guides: Troubleshooting guides help users identify and solve problems that they may encounter when using a software application. They typically provide step-by-step instructions on how to resolve common problems.

Best practices for writing user manuals

Here are some best practices for writing user manuals:

  • Identify your target audience: The first step in writing a user manual is to identify your target audience. Who are you writing the user manual for? What are their needs and expectations? Once you understand your target audience, you can tailor your writing style and content to their needs.
  • Use clear and concise language: Avoid using technical jargon and complex sentences. Instead, use simple and easy-to-understand language.
  • Provide step-by-step instructions: When explaining a task, provide step-by-step instructions. Use screenshots or videos to illustrate the steps involved.
  • Use examples: Examples can help users to understand concepts and tasks more easily.
  • Organize the content logically: Organize the content of the user manual in a logical way. Use headings, subheadings, and lists to make the content easy to navigate.
  • Test the user manual: Before you publish the user manual, test it out with users to make sure that it is clear and accurate.

Understanding the user audience

Identify the different user personas and their needs.

A user persona is a fictional representation of a typical user of your software application. When creating user personas, you should consider the following factors:

  • Demographics: Age, gender, location, education, occupation, etc.
  • Goals: What do users hope to achieve with your software application?
  • Needs: What are the users' pain points? What challenges do they face when trying to achieve their goals?
  • Behavior: How do users typically use your software application? What tasks do they perform most often?

Once you have identified the different user personas and their needs, you can tailor the documentation to meet their specific needs.

Conduct user research to understand their tasks and pain points

User research is the process of collecting and analyzing data about users. There are many different ways to conduct user research, such as surveys, interviews, and usability testing.

User research can help you to understand the following:

  • What tasks do users perform with your software application?
  • What are their pain points? What challenges do they face?
  • What are their expectations for the documentation?

By understanding the users' tasks and pain points, you can write documentation that helps them to achieve their goals and solve their problems.

Planning and structuring the documentation

Define the scope and purpose of the documentation.

The first step in planning and structuring the documentation is to define the scope and purpose of the documentation. What do you want the documentation to achieve? Who is the target audience? What features and tasks will the documentation cover?

Once you have defined the scope and purpose of the documentation, you can start to create a documentation outline.

Create a documentation outline

A documentation outline is a plan for the structure of the documentation. It should list the main topics and subtopics that will be covered in the documentation.

Creating a documentation outline will help you to organize your thoughts and ensure that the documentation is complete and well-structured.

Decide on the type of user manuals and guides you need to create

Depending on the scope and purpose of the documentation, you may need to create different types of user manuals and guides. For example, you may need to create a reference guide, a getting started guide, and a troubleshooting guide.

Writing clear and concise instructions

When writing user manuals, it is important to write clear and concise instructions. 

Here are some tips:

  • Use simple language: Avoid using technical jargon and complex sentences. Instead, use simple and easy-to-understand language.
  • Be specific: Avoid using vague language and generalizations. Instead, be specific and provide clear instructions.
  • Use active voice: Active voice is more direct and easier to understand than passive voice. For example, instead of saying "The button was clicked," say "Click the button."
  • Use step-by-step instructions: When explaining a task, provide step-by-step instructions. Use screenshots or videos to illustrate the steps involved.

Here is an example of a clear and concise instruction:

To create a new document:

  • Click the File menu.
  • Select New.
  • Select the type of document you want to create.
  • Click Create.

Organizing and formatting the documentation

Once you have written the content for the documentation, it is important to organize and format it in a way that is easy to read and navigate. Here are some tips:

  • Use a consistent style throughout the documentation: Use the same font, font size, and margins throughout the documentation. This will help to create a unified and professional look.
  • Use headings, subheadings, and lists to organize the content: Headings, subheadings, and lists can help to break up the text and make it easier to scan.
  • Include a table of contents and index for easy navigation: A table of contents will list the main topics and subtopics that are covered in the documentation. An index will list the keywords that are used in the documentation.
  • Use images and screenshots to illustrate concepts and tasks: Images and screenshots can help users understand concepts and tasks more easily.

Reviewing and testing the documentation

Once you have written and formatted the documentation, it is important to review and test it to make sure that it is clear, accurate, and complete. Here are some tips:

  • Have other people review the documentation: Ask other people to review the documentation to provide feedback. This could include colleagues, users, or technical writers.
  • Test the documentation yourself: Perform the tasks that are described in the documentation to make sure that the instructions are clear and accurate.

Here is an example of a review process:

  • Ask a colleague to review the documentation.
  • Provide them with a list of questions to answer, such as:
  • Is the documentation clear and easy to understand?
  • Are the instructions accurate and complete?
  • Are there any missing steps or topics?
  • Are there any errors in grammar or spelling?

    3. Review the feedback from your colleague and make any necessary changes to the        documentation.

    4. Test the documentation yourself to make sure that the instructions are clear and accurate.

User manuals are an important part of software development. They help users to learn how to use the software application, troubleshoot problems, and get the most out of the software application.

When writing user manuals, it is important to follow the best practices outlined in this step-by-step guide. By following these best practices, you can write clear, concise, and effective user manuals that will help your users to succeed.

Here is a summary of the key points in this step-by-step guide:

  • Identify your target audience and their needs.
  • Plan and structure the documentation.
  • Write clear and concise instructions.
  • Organize and format the documentation in a way that is easy to read and navigate.
  • Review and test the documentation to make sure that it is clear, accurate, and complete.

By following these steps, you can write user manuals that will help your users to learn how to use your software application and get the most out of it.

In addition to the best practices outlined in this guide, there are a few other things to keep in mind when writing user manuals:

  • Be consistent in your style and terminology throughout the documentation.
  • Use images and screenshots to illustrate concepts and tasks.
  • Include a table of contents and index to make it easy for users to find the information they need.
  • Keep the documentation up to date as you make changes to your software application.

Writing user manuals can be a time-consuming task, but it is an important investment. By writing clear and concise user manuals, you can help your users to succeed and reduce the support burden on your team.

Step up your software game with software developers that stand out from the crowd!

share this page if you liked it 😊

Other related blogs.

The Ultimate Guide to Mobile App Development

The Ultimate Guide to Mobile App Development

Launching Your App: A Simple Success Comprehensive Guide

The Comprehensive Guide to Successful Mobile App Deployment and Launch

Mastering Mobile App Maintenance & Support

The Comprehensive Guide to Mobile App Maintenance and Support

A Guide to the Development Stage in App Development

A Guide to the Development Stage in App Development

Building an App Prototype: Costs, Process & Benefits

Guide to Creating a Mobile App Prototype: Costs, Steps, and Advantages

Bringing Ideas to Life: The First Step in App Creation

Idea Conception Stage in App Development: Turn Dream to Reality

Mastering Mobile App Quality Assurance

The Comprehensive Guide to Mobile App Quality Assurance

Unlocking Docker Mastery for App Development: A Comprehensive Guide

Mastering Docker for App Development: A Comprehensive Guide to Benefits, Use-Cases, and Alternatives

Demystifying Node.js:

Node.js Explained: Architecture, Benefits, and Real-world Applications

Stay up to date, get path's latest.

Receive bi-weekly updates from the SME, and get a heads up on upcoming events.

how to write a software application user manual

Find The Right Agencies

SearchMyExpert is a B2B Marketplace for finding agencies. We help you to describe your needs, meet verified agencies, and hire the best one.

Get In Touch

WZ-113, 1st Floor, Opp. Metro Pillar No- 483, Subhash Nagar - New Delhi 110018

+91 9999 500 444

[email protected]

For Agencies

Benefits Of Listing With Us

Submit An Agency

Agency Selection Criteria

Sponsorship

For Businesses

Agencies Categories

Trends Articles

List Your Agency

Benefits Of Listing

Awards & Badges

How It Works

contact @searchmyexpert.com

Copyright © 2023 · Skillpod Private Limited · All Rights Reserved   -   Terms of Use    -    Privacy Policy

How to Write an Instruction Manual [With Examples]

Last Updated

August 20 2022

how to write a software application user manual

If you’re looking to provide better support to your users, creating instruction manuals for your products should be one of your top priorities.

The fact is, your customers just aren’t going to stick around if they don’t know how to use your products. As Wyzowl recently found, 80% of users delete apps or software if they don’t know how to use them — and 55% of consumers will return a product or request a refund for similar reasons.

To be sure, you’re probably pretty familiar with instruction manuals, even if only from the consumer side.

But writing an effective user manual requires more than just typing up a few step-by-step instructions and calling it a day. If anything, this haphazard approach will likely cause more harm than good to your user’s experience with your products — and with your brand.

So, we’re going to dive deep into everything you need to know about writing user instruction manuals for your products.

What is an Instruction Manual?

An instruction manual is a document that explains how to use a product or service.

Instruction manuals are often referred to by many different names, including:

  • User manuals
  • Product manuals
  • Product instruction manuals

…and other such variations.

An instruction manual is meant to be a comprehensive resource for anything there is to know about a given product. The main purpose of the document is to make clear to customers how to use the product to its maximum potential.

(As we’ll discuss, an effective instruction manual will do much more than that.)

What Information Do Instruction Manuals Include?

While all instruction manuals are unique in many ways, they all typically include the following content and information.

Product Identification Info

All instruction manuals should specify with clarity what product it’s referring to.

The key pieces of info to include here:

  • Product name
  • Model number
  • Product series’ name (if applicable)

This is especially important for teams that offer multiple versions of products with slight variations between each.

Product Specifications and Description

Your instruction manual should include key information about the product, such as:

  • Product dimensions
  • Product features and functions Product materials and production info

Product specification from TCL's instruction manual

Usage Instructions

What would an instruction manual be without instructions?

Here, you’ll break down the step-by-step instructions for using your product. Typically, you’ll break this down further to detail specific product features — making sure to prioritize those central to the product’s core usage.

how to write a software application user manual

You’ll want to include instructions for your product’s optional and/or advanced features, as well.

how to write a software application user manual

Finally, troubleshooting info can help your users get out of a jam — and back on the path toward success.

Glossary of Terms

A glossary is essential to explain and/or clarify the meaning of certain words, terms, and other jargon related to your products.

As shown above, you may also include acronyms within your glossary — or create a separate glossary specifically for the acronyms used throughout your instruction manual.

Troubleshooting Info and FAQ

Even with proper instruction, your users will likely still run into trouble from time to time.

At the very least, they’re going to have questions about certain features, processes, or product use cases.

At any rate, including troubleshooting information will all but ensure your users can continue making progress even when things don’t go exactly according to plan.

Safety Precautions

Depending on the situation, providing clear safety information within your instruction manuals could literally save lives.

Even if there’s no physical risk in using your product, it’s important that your user manuals are completely transparent in this regard. 

This may mean communicating how to:

  • Prepare or store a product to protect quality and functionality
  • Safely log in and out of digital accounts
  • Dispose of products after use

…or anything else the user needs to know to stay safe while using your product. Your manuals should include clear instructions as for what users should do, who to contact, etc. when facing emergency situations.

Policies and Terms of Use

Be sure to include information regarding usage terms of your product, along with standards for quality assurance.

This can help clarify any confusion around purchases, returns, exchanges, or any other request your users may have after buying your product. Similarly, warranty info can make clear what your responsibilities are should the product fail at any time.

Table of Contents and Index

Lastly, your instruction manuals should feature a table of context and an index to help users navigate the document.

Incidentally, these features will also give you an overview of the document — and help you ensure you’ve covered the topics you’d wanted to within each instruction manual you create.

The Benefits of Creating Product Instruction Manuals

On the surface, the answer to this question seems pretty straightforward.

But an instruction manual can do a lot more than just teach your customers how to use your products.

Promote Correct and Optimal Product Use

As we said at the start, if your customers aren’t sure what to do with your product, they’re not going to be your customers for much longer.

Even those who have an adequate understanding of how to use your product might not stick around if they can’t use it to its full potential. Sure, they may get some value out of it — but they’ll almost certainly be missing out on major opportunities to thrive.

With comprehensive instructions in-hand, though, your users will always know exactly how to get the most out of every product you offer.

Prevent Incorrect Use of Product

At the same time, an effective instruction manual decreases the chances of your customers using your product incorrectly.

For one, your customers will never have to guess as to what to do next — and can simply refer to the document if they’re unsure. 

What’s more, your instruction manuals will explicitly state how the product is not to be used.

This will further optimize user outcomes, and minimize the chances of their creating dangerous situations through misuse of your product.

Offer Self-Service Resources

Your instruction manuals give your customers even more ways to solve problems and accomplish their goals without reaching out to your support staff.

In the immediate sense, this minimizes friction for your customers, and makes it just that much easier to take the next step in their journey. Thinking of the bigger picture, your instruction manuals will empower your users to take more control over their journey — even when facing the most difficult challenges along the way.

(That said, your users will only experience this benefit if they have complete access to your instruction manuals at all times. More in a bit.)

Improve User Adoption and Retention Rates

With a comprehensive instruction manual in hand, your customers:

  • Will know how to use your product to its highest potential, and
  • Will have the autonomy needed to make progress on their own

This will have a major impact on your ability to onboard new users quickly and efficiently. The easier it is for them to learn to use your product, the sooner they’ll reach those initial “aha” moments and milestones.

An effective instruction manual can also help keep users onboard — and even get them more engaged with your products in the future. 

Again, they’ll be more likely to stick with a product when they encounter trouble spots. Moreover, “regular” users can upgrade their skills and product knowledge with ease — potentially leading them to upgrade to a more valuable product or service tier soon after.

Save Time and Resources Internally

Taking the time to create an effective instruction manual will actually save your team a ton of time and other resources in the long run.

Firstly, your support staff will have fewer service tickets to work through — giving them more time and energy to spend on the more intensive issues your users will still occasionally face. Service engagements will also be more efficient, as both parties will maintain alignment by literally being on the same page of a product manual as they work through the problem at hand.

Bonus: An Asset for Marketing and Sales Teams

To be clear, instruction manuals are not the place for overly promotional or salesy copy and content.

However, they can have an effect on your customers’ willingness to buy from you. Your prospects, for example, can use your instruction manuals to determine which product is right for them — and what their potential options will be in the future.

(They can also determine which products aren’t for them, which will help them avoid a poor experience with your company.)

And, in general, offering all this valuable information to your customers will make them appreciate your brand more and more — and will lead to a number of other benefits for your company.

Qualities of an Effective Instruction Manual

Again, though instruction manuals vary in terms of structure and content, those that are most effective share the following qualities.

Above all else, your instruction manuals need to be helpful.

Yes, they need to help your customers use your products, overcome challenges, and learn more about what your brand can do for them. 

But “being helpful” also means optimizing the overall experience for your users. 

The goal of your instruction manual isn’t to simply provide information; it’s to help the user accomplish something. While the information is the focus of the document, the following qualities are just as important to ensure your instruction manuals are truly as helpful as they can be.

Instruction manuals should be made accessible to all users at all times, on any device.

(Really, going omnichannel is crucial to overall customer support efforts by today’s standards.)

For our purposes, offering instruction manuals openly and in multiple formats minimizes friction for the user at a time when they’re most in need of assistance. And, even when not in immediate need, they can still engage with the document however and whenever they prefer.

Many teams include their instruction manuals within their customer service knowledge base . This makes for open access to all manuals as needed — and optimizes the navigability and searchability of the document, as well.

Clear, Comprehensive, and Concise

The actual content of your instruction manuals should always follow the three C’s.

First, it must be clear. In such technical documentation, clarity of language, visual aids, and other media is crucial to the user’s comprehension. The meaning of all instructional content should be self-evident, with minimal room for interpretation throughout the document.

An instruction manual should cover the product (and specific product usage) comprehensively — leaving no information unsaid, and no questions unanswered. As needed, the manual may explain certain points in greater detail either directly or via additional resources.

At the same time, being concise allows your users to quickly find the info they’re looking for — and just as quickly put it to use. And, this brevity will decrease instances of misunderstanding that could be disastrous to the user experience.

User-Centric

All instruction manuals should be created specifically for the end-user.

The user’s knowledge, skills, and abilities, for example, should factor into a number of decisions, such as:

  • Use of jargon, acronyms, and other verbiage
  • The depth of explanations and illustrations needed
  • The inclusion of additional instructions or resources

Many brands even offer multiple instruction manuals for single products for different users and use cases.

As shown above, effective instruction manuals also speak directly to the individual — not to a faceless “user”. This shift in language and overall tone adds a layer of personableness to the experience that reinforces the brand’s dedication to their audience’s success.

Great instruction manuals don’t shy away from the use of visual aids.

Photographs, illustrations, diagrams…all of it (and more) should be used frequently to clarify and further the user’s understanding of a concept or process. In some cases, graphic aids alone may be sufficient for helping the user accomplish a task.

Digital instruction manuals often include animated illustrations and video demonstrations.

Effective instruction manuals are organized to maximize usability and navigability — and to aid user comprehension.

Firstly, they’ll include the table of contents, index, glossary, and other traditional aspects as expected. On top of their actual functions, the mere existence of these assets makes for a more familiar experience for users, even when the content is unfamiliar.

The information within effective instruction manuals is appropriately scaffolded, as well. In other words, it’s presented so that user knowledge is constantly building on itself, with each piece of information preparing the reader for the next.

Note, for example, how Nureva focuses first on pre-installation recommendations, then leads readers to installation guides and other in-depth content.

Top-notch instruction manuals have a branded look, tone, and feel to them without distracting the reader from the purpose of the document.

Typically, this means taking advantage of spaces where branding is more appropriate and expected. For example, Apple rarely refers to itself throughout its manuals – except when required for demonstrative purposes.

But, again, branding is always secondary to the goal of showing the customer how to use the product.

Strategies to Writing an Effective Instruction Manual

Alright, so you know your instruction manuals will need to adhere to everything we discussed above.

Now, let’s look at how to make it happen.

1. Set Clear Goals

Your first order of business is to set clear goals for the overall initiative.

Start by asking the question, “Why are we creating this instruction manual?” — and going beyond the surface with your answer. While the obvious answer is “to help our customers use our product successfully”, nail down clear statements that define:

  • What “successful product use” means in this instance
  • What successful use of the product will enable users to do
  • Why this is important to their journey

Then, start thinking about the quantitative metrics, such as CSAT and CES, along with conversion, adoption, and retention rates. 

In setting more specific and contextual goals to strive for, you’ll be better able to measure the impact of your new instruction manuals — and to make laser-focused improvements to your documentation in the future.

2. Think Like Your Users

In order to create a user-centric instruction manual that gives your customers what they need, you need to put yourself in their shoes.

First, consider who they are in terms of persona, audience segment, and how they engage with your brand. This will help you set the correct tone for the manual — along with your approach to creating it.

Then, answer the following questions about your user:

  • What background knowledge and skills do they have that relate to the product?
  • What required knowledge or skills do they not have? How can you teach them?
  • What questions might they have as they learn to use the product?

With this knowledge, you can deliver the exact information your users need at a given moment in order to get maximum value from your product.

Lastly, think about how your users typically engage with branded content and documentation. While striving toward omnichannel is still the ticket, you at least want to make your instruction manuals available via your customers’ preferred methods.

Thinking like your users allows you to anticipate their needs at every step — and to provide the exact guidance they need to press forward with confidence.

3. Involve All Stakeholders and Team Members

Creating an instruction manual should be a collaborative process involving a number of stakeholders within your organization.

For example:

  • Dev and Design teams can provide product features, functions, and specs; break down processes into specific and sequential steps; check the document for accuracy and comprehensiveness.
  • Customer Service and Support can help identify key information to focus on; provide insight into user issues; assess manuals for digestibility.
  • Marketing and Sales can keep messaging on brand as needed, and can also provide insight into your customers’ frequently asked questions and such.

And, regardless of their specialty, getting additional eyes on the document will minimize typos, grammatical errors, and other simple mistakes.

4. Create and Use Instruction Manual Templates

Over time, you’re going to end up creating more than one instruction manual.

Instead of starting each guide from scratch, why not create a boilerplate template from the get-go?

Internally, it gives your team a head start on each initiative — and aids in the development of standardized, repeatable processes for creating new manuals. As we’ll get to in a moment, the use of templates makes it easier to identify and make improvements to your documentation moving forward.

For your users, templates provide a sense of consistency and familiarity at a time of relative uncertainty. Practically speaking, it makes it easier for returning users to navigate each instructional document you publish. These consistently positive self-service instances will continually reinforce your users’ trust in your brand.

To be sure, you will need to tweak your instruction manual templates for every new document you create, for a variety of reasons. But starting with the template that’s been most effective thus far will easily get your efforts started on the right foot.

On that note…

5. Collect Usage Data and Feedback — and Make Improvements

The only way to know whether your instruction manuals have been effective or not is to collect usage data and feedback from your customers.

Regarding usage data, you want to pay close attention to things like:

  • What pages and content are being accessed most frequently
  • How long users tend to stay on a page, or in a session
  • What their paths look like when navigating the document

Zooming out, you also want to analyze the context of these engagements as best you can. Knowing what a user did before and after checking out your instruction manual will allow you to better understand their needs, and gauge your ability to help them.

User feedback should play a key role as you make improvements to your instruction manuals. In some cases, you might ask users to provide feedback via well-timed surveys and similar forms.

Customer support tickets, marketing and sales conversations, and other engagements can provide valuable insight into your user’s instructional needs, too. In analyzing these engagements, you’ll uncover:

  • Questions and problems your customers still have regarding your product
  • Information they’re unaware of that should be included in your manuals
  • Issues they have with accessibility and usability of your manuals

With all this data in hand, you’ll be able to make ultra-specific improvements to your individual user manuals, your instruction manual templates, and your approach to creating this documentation on the whole.

Use Helpjuice to Create, Present, & Manage Instruction Manuals

Let’s face it:

To create the type of engaging, navigable, and user-friendly instruction manual your customers need, you’ll likely need some digital assistance.

While many basic documentation tools can help you get started, you’ll eventually want to move onto dedicated knowledge base software to a) optimize your documentation efforts, and b) deliver a more valuable experience to your customers.

Which is where we come in.

With Helpjuice, your team can collaborate in real-time to create rich, comprehensive, interactive instruction manuals for your users — then make them easily accessible to your user base as needed. And, with our reporting tools in hand, you’ll always know how to make your manuals more helpful and empowering to your customers over time.

Want to learn more? Schedule a demo with Helpjuice today!

More Blog Posts

Enjoyed this article? Check out our favorites

Top 5 Principles to Deliver Great Customer Service

Top 5 Principles to Deliver Great Customer Service

Josh Brown

Quora Marketing Strategy for B2B Startups

Emil Hajric

World Class Customer Service: 4 Things Today’s Companies Get Right

Case Studies

Our Case Studies

Some of the best case studies to improve your knowledge base

Ticketing Software Provider Reduced Support Tickets by 30%

Ticketing Software Provider Reduced Support Tickets by 30% ...

Ayda Achieves 80% More Efficiency and Satisfaction with Helpjuice

Ayda Achieves 80% More Efficiency and Satisfaction with Helpjuice...

Aesthetix CRM's Astounding Productivity Surge - Saving Hours of Work Every Week with a Genius Solution!

Aesthetix CRM's Astounding Productivity Surge - Saving Hours of Work Every W...

Start your 14-day free trial.

Join over 1000+ companies already growing with Helpjuice.

  • PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
  • EDIT Edit this Article
  • EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
  • Browse Articles
  • Learn Something New
  • Quizzes Hot
  • This Or That Game New
  • Train Your Brain
  • Explore More
  • Support wikiHow
  • About wikiHow
  • Log in / Sign up
  • Education and Communications
  • Technical Writing

How to Create a User Manual

Last Updated: January 10, 2024 Fact Checked

This article was co-authored by Joe Simmons . Joe Simmons is a Corporate Trainer based in West Palm Beach, Florida. Joe specializes in operations management, leadership, learning and development, and employee training to help employees become high-performing teams. He holds a Bachelor’s degree in Marketing from The University of South Florida. Joe’s coaching has helped numerous organizations with employee retention, revenue growth, and team productivity. There are 10 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 201,907 times.

Software, computers, games, and devices require user manuals, guides that explain how to use the product (and how not to). A user manual is a formal writing piece with a specific structure, and should be written by someone who is intimately familiar with the product such as a technical writer or the product designer. Writing an effective user manual requires knowing who is going to be using the product, then writing it with these users in mind. Keep your writing clear, precise, and simple in order to ensure a problem-free user experience.

Planning Your User Manual

Step 1 Do an audience analysis.

  • Talk to people who will use your device. Offer test users prototypes of the device and a draft of the user manual under controlled conditions. Solicit these test users’ feedback about things that are not obvious or confusing in the user directions and incorporate changes into your user manual based on this feedback.
  • You can never please your entire audience; write the manual to suit the target or largest audience.
  • Think about the audience’s age, health (do they have illnesses, learning impairments, or disabilities?), and educational level to determine the best approach to writing the user guide.

Step 2 Coordinate the design of the user manual.

  • If you have a product that can perform many different tasks or sub-tasks, you will need to perform a task analysis on each task. For instance, in a car, you can honk the horn, strap yourself in, and turn your headlights on or off. Create a task analysis for each of these as needed.

Step 4 Ensure your product complies with labeling and marketing clearance requirements.

  • For the user manual of a product to be effective, it needs to be written in concert with labels affixed directly to the product.
  • Ensure your device is legally licensed for sale before writing instruction manual.

Step 5 Decide on your manual’s layout.

  • Another way to streamline your manual is to use two columns, one on the right with text and the other just to the left of the text with bullet points, numbers, or small icons like warning signs or red exclamation marks. [3] X Research source
  • Your manual might be mostly images with some text beneath each image to explain the device, or it could be primarily text with only a few accompanying images. You could also use a flow chart to provide the user with directions. Think about your product and how each method might be of use when writing your user manual. However, avoid mixing different layouts within a manual. Choose one and stick with it.

Including Essential Information

Step 1 Organize the manual logically.

  • A table of contents is especially necessary for longer manuals.
  • A glossary or index is needed when there are many terms to explain that your audience may not be familiar with. However, glossaries are not recommended; the best choice is to explain confusing terms in the text of the manual itself. If you choose to include a glossary, place it in front of the manual, just after the table of contents.
  • A list of tables or figures is only necessary if there are more than a few tables or figures in the manual.
  • An appendix is needed for things that should be explained but cannot be explained at another point in the manual because it would disturb the flow and focus.

Step 2 Include necessary warnings.

  • For instance, a general warning for an electric device might be to avoid using it during rain.
  • A specific direction might be to ensure that your hands and the device are both dry before plugging the device in.
  • Include graphics (such as a skull and crossbones) or different-colored text (like red text) to differentiate the warning from the rest of the directions in the user manual and draw users’ attention to it.

Step 3 Describe the device.

  • A parts list
  • Unpacking instructions
  • Warnings related to setup
  • Results of an improper setup
  • Who to call in case they encounter difficulty in setting up

Step 5 Provide information about operation.

  • At the end of this section, users should be referred to the troubleshooting section in order to solve problems that can’t be quickly explained.
  • Include graphics where necessary. Some steps are best explained with images as well as words. Think about using photographs or illustrations in your user manual.
  • In this section, as in every section, be sure to include relevant safety warnings about improper use or operation. For instance, you might warn users of a chainsaw not to drink alcohol or use the chainsaw while on certain medications.
  • If you think users would benefit, consider including links to online videos that demonstrate proper use and operation of the device. You could include these videos either at the beginning of this section, or (in the case of videos that illustrate only one step) at the end of each step.

Step 6 Include a product summary at the end.

  • If you expect the user will remove the summary sheet or need to consult it frequently, you could print it on a removal laminated card, or thick card stock to make it easier for the user to carry with them and reference.
  • Alternatively, include a summary sheet directly on the product so that users can reference it quickly and easily.

Describing Product Care

Step 1 Explain how to clean the device.

  • If cleaning requires some disassembly of the product, or removal of a certain part or parts, be sure to include details on how to disassemble.
  • Include a warning about the results of failing to clean the device will be. For instance, you might say, “Failure to clean will result in a below optimal performance.”

Step 2 Tell the user how to perform basic maintenance.

  • If there are some maintenance tasks that can only be performed by a certified technician, divide the maintenance portion of the manual into two sections.

Step 3 Discuss storage options.

  • “Store the product in a cool, dry place. Improper storage could shorten the life of your product due to the buildup of moisture.”
  • "Do not expose product to heat or store at temperatures above 120 °F (49 °C). Doing so may lead to combustion."

Step 4 Include troubleshooting information.

  • For instance, if there are several problems with the computer displaying a blue screen, list them together under a sub-heading like “Common Screen Problems.”
  • You should also include a phone number and/or email for customer service in this section.

Writing a Readable Manual

Step 1 Read other user manuals.

  • Don't just read any user manuals. Read the manuals for similar products that you are selling. For example, if you're selling baby products, read baby manuals, not tech.

Step 2 Select your standards.

  • For instance, instead of using both “on/off switch” and “power switch” in your user manual, choose one or the other term and stick with it.

Step 3 Use active voice.

  • Try the Hemingway App (www.hemmingwayapp.com) to identify passive passages in your writing.
  • You should open the package slowly and carefully.
  • The package should be opened slowly and carefully.

Step 4 Write numbered instructions.

  • For example, if the screen will turn blue and blink, don't start the step with: “The screen will blink and turn blue.” Try: "Press and hold the home key. The screen will blink and turn blue."

Step 6 Decide what kind of vocabulary you’ll use.

  • In general, try to avoid jargon and technical language.
  • To be effective to the broadest array of users, try to write at a sixth to seventh grade reading level.

Step 7 Ensure your translations are accurate if you are shipping a product overseas.

  • If there are multiple language groups represented in your audience, include translations of the user manual in each relevant language.
  • The translator should be familiar with the product, as there may be different words for specific terms in the target language that not are word-for-word translations.

Step 8 Keep your writing brief.

  • If a step is starting to get too long, break it up into smaller steps. This won't cause the word-count to go down, but the line breaks will make it easier to read.

Step 9 Proofread the manual.

  • Passive voice
  • Ambiguous or confusing language
  • Complicated sentence structure
  • Overly long paragraphs

Expert Q&A

Joe Simmons

Video . By using this service, some information may be shared with YouTube.

  • People learn in different ways; if possible and appropriate include visual aides or links to online videos in the manual to assist visual learners. Thanks Helpful 0 Not Helpful 0

how to write a software application user manual

You Might Also Like

Write Dates

  • ↑ https://grammar.yourdictionary.com/grammar-rules-and-tips/tips-on-writing-user-manuals.html
  • ↑ https://www.usability.gov/how-to-and-tools/methods/task-analysis.html
  • ↑ https://books.google.com/books?id=FmggBAAAQBAJ&lpg=PR1&pg=PA83#v=onepage&q&f=false
  • ↑ Joe Simmons. Corporate Trainer. Expert Interview. 29 June 2021.
  • ↑ https://www.userfocus.co.uk/articles/usermanuals.html
  • ↑ https://books.google.com/books?id=FmggBAAAQBAJ&lpg=PR1&pg=PA80#v=onepage&q&f=false
  • ↑ https://writing.wisc.edu/handbook/style/ccs_activevoice/
  • ↑ https://www.grammarly.com/blog/imperative/
  • ↑ https://writingcenter.unc.edu/tips-and-tools/editing-and-proofreading/

About This Article

Joe Simmons

To write user manuals, start by breaking up the bulk of the content into chapters or sections that make sense for the product's use, then kick off the manual with a table of contents and glossary. Next, create safety warnings and write a description of the device. Then, include setup instructions, explain basic operations, and create a product summary to go at the end of the manual. You can also include a section on product care to go over cleaning, basic maintenance, storage, and troubleshooting information. To learn more about the ideal writing style for user manuals, read on! Did this summary help you? Yes No

  • Send fan mail to authors

Reader Success Stories

Christopher Santosuosso

Christopher Santosuosso

Feb 3, 2017

Did this article help you?

how to write a software application user manual

Patricia Monesi

Jul 19, 2017

Charles Crasto

Charles Crasto

Dec 7, 2017

Pouya Babahajiani

Pouya Babahajiani

Nov 2, 2019

Diana Kawadza

Diana Kawadza

Jul 7, 2017

Am I a Narcissist or an Empath Quiz

Featured Articles

Deal with Friendship Problems at School

Trending Articles

Everything You Need to Know to Rock the Corporate Goth Aesthetic

Watch Articles

Cook Fresh Cauliflower

  • Terms of Use
  • Privacy Policy
  • Do Not Sell or Share My Info
  • Not Selling Info

wikiHow Tech Help Pro:

Level up your tech skills and stay ahead of the curve

  • Knowledge Management
  • Knowledge base Software
  • Technical Documentation
  • API Documentation
  • Customer Support
  • Best Practices
  • Product Updates
  • Product Engineering

Need an awesome Knowledge base?

We'll show you how to build a knowledge base (public or private) in minutes.

7 Best Examples of User Documentation & Help Guides

7 Best Examples of User Documentation & Help Guides

Category: Technical Documentation

Last updated on Dec 27, 2023

If you sell products to customers, it’s likely you will have heard of user documentation. 

Customers are always going to need help, and user documentation is one of the best ways to provide this assistance. 

Without documentation, customers are left to fumble in the dark, or else to contact your support team. 

And the likelihood is, if they have to reach out to a human for support, many customers won’t bother. They’ll just abandon your product instead, maybe asking for a refund, and that outcome is not good for anyone. 

Offering user documentation means you’re enabling your customers to self-serve. Whenever they have a question about your product, they can consult your online knowledge base for answers. 

User documentation is what your customers want. According to Forrester, 70% of customers prefer to use the company’s website to get answers to their questions rather than using phone or email. 

But unclear or confusing user documentation makes customers angry , throws doubt on the quality of the rest of the product, and negatively impacts future purchases with the company. The stakes are high when it comes to delivering valuable user documentation for your customers. 

Table of Contents

What is user documentation, benefits of user documentation, tips to make your user documentation stand out, 1. stripe docs, 2. whatfix docs, 3. ahrefs docs, 4. microsoft docs, 5. twilio docs, 6. canva developer docs, 7. netflix help guide.

User documentation is the content that you provide the end user for them to be more successful with your product or service. Also known as user guides, instruction manuals, or user manuals , user documentation is there to hold your customer’s hand as they learn about your product. 

User documentation can be delivered to customers through a variety of different mediums. It could be an online knowledge base , printed manual, or video tutorials. It’s up to you to decide what best suits your customers and offer the format that is most useful to them. 

Providing helpful user documentation could make or break the customer experience. It helps customers get the most out of your product or service and offers a viable alternative to contacting the customer support team. 

Make easy onboarding for new users

For any new user of a product, there is always a learning curve. No product is so intuitive that customers can instantly understand all of its features and use cases. 

New users are much more likely to successfully onboard with your product if you provide them with informative user documentation. They can spend time browsing the docs and learning how the product works. 

It’s all about creating a positive customer experience after the sale. 86% of customers said they would be more likely to stay loyal to a business if the business invested in onboarding content that welcomes and educates customers after they’ve bought the product. 

Reduce customer support cost

When customers have user documentation to rely on, this results in fewer calls and emails to your customer support team. Lightening the load on the customer support team means costs are lowered and you can help more customers with fewer agents. 

Once it’s up and running, user documentation costs virtually nothing to maintain. The cost of a self-service interaction is measured in pennies while a live customer support interaction can cost up to $12. 

Agents are freed from dealing with mundane, repetitive queries and have more time to help those customers who really need it. And when you have user documentation available, support agents can just point customers to relevant articles, and significantly shorten the time it takes to resolve their issue. 

Read more: Customer service knowledge base proven to reduce your support tickets

Improve customer satisfaction

User documentation makes your product easier to use and raises customer satisfaction. When you provide customers with a method of helping themselves to get out of trouble, you’re really enhancing the customer experience. 

Instead of abandoning your customers or forcing them to call your support team, you’re empowering them to solve problems on their own. User documentation is the most basic form of support that customers expect, and if they don’t find it – or it’s not of sufficient quality – they will be disappointed. 

70% of customers now expect a company’s website to include a self-service application. Self-service documentation really is the gold standard. 

Documented user guides will reduce liability against wrong usage

If you don’t warn customers against incorrect usage, this might result in a dangerous application of your product and physical harm to your customers. Your company is legally obligated to provide warnings for customers’ health and safety. 

When you document your product properly this can guard against customers using it wrongly. If you provide adequate warnings against incorrect ways to use your products then this means your company is less likely to become the recipient of legal action.

Better sales collaterals

When prospective customers have access to your user documentation they can find out more in-depth about how your product works, and this can help them in the purchasing decision. It also creates a good impression for customers because it shows that you will support them after the sale. 

Even better, when having conversations with your customers your sales team can refer to the documentation. This helps sales reps have more meaningful conversations with customers about the product and improves the likelihood that customers will buy.

Documenting, storing, and sharing technical manuals made easy.

Document360

Here we’ll go through some useful tips that will level up your user documentation and ensure that you are helping your customers. 

Understand your target audience

First and foremost, you should understand who you’re writing for. 

  • Who is your customer? 
  • What are their needs?
  • What problems are they trying to solve? 

You need to have a clear picture of who your customers actually are before you start writing any documentation. You may find that your customers are a diverse bunch and your documentation is catering to different needs. 

Try setting up some customer interviews to find out more about how they’re using your product. You can also talk to your support team who are the closest to your customers and will be able to provide you with a picture of who your customers really are. 

When you have a clear idea of who your customers are, you can target your documentation and make it easier to use. You can pitch the tone of your writing at the right level so it resonates with users, and provides them with enough information to accomplish the task.

Use plain language

When it comes to actually writing your documentation, make sure your language is plain and simple. Customers won’t appreciate it if they can’t understand your documentation or have to Google the meanings of the words you’ve chosen. 

Writing in plain language doesn’t mean dumbing down the content, but rather writing it in a way that anyone can understand. Stay away from industry jargon and complex terms, unless you really need to use them and in which case provide a definition. 

When you’re totally immersed in a product, it can be hard to write about it from an outsider’s point of view. There are all sorts of terms that you use every day that will be mystifying to customers. 

At the stage when you review the documentation, try to see it from your customer’s perspective. Assume they know literally nothing about your product – will they understand your help content or not? 

Prepare step-by-step instructions

Formatting your user documentation as step-by-step instructions means your content will be accessible to your customers. Instead of presenting users with a long wall of text, step-by-step instructions are clearly laid out so that customers can follow one step at a time. This keeps them engaged in the task and avoids distraction. 

When you’re forced to break your documentation down into steps, it will be easier for you to see whether your content makes sense. By streamlining your documentation in this way, you’re making it easier to follow and improving the user experience for your customers. 

Step-by-step instructions make it less likely that your users will make mistakes, and increases the probability that they will make it to the end of your document. 

Add visual contents

A picture is worth a thousand words. Make your documentation more interesting for your customers by providing images, videos and GIFs. Documentation that is broken up with images and video is a lot more inviting to users than a daunting wall of text. 

Sometimes it will just plain be easier to show how something works using a visual representation, and you owe it to your customers to convey information in the most convenient way possible. Describing something in words can be a lot more difficult than simply providing an image that represents the same thing. 

When you provide a visual representation, users can compare what they’re doing with the image or video you have used for the instructions. This makes it easier for customers to check what they’re doing is right and get through their troubleshooting experience much more quickly. 

Make content easily searchable

The advantage of having online user documentation is that you can make it searchable for your customers. Being able to search for a keyword in your documentation makes it easy for customers to instantly find what they need instead of wasting time reading through an entire manual. 

If you invest in knowledge base software like Document360 , your online knowledge base will come equipped with a powerful search bar that indexes every page of your site. Customers simply type what they’re looking for in the search bar and the system will predict results as they type. Search the entire knowledge base, not just article titles, with an AI-powered search engine that returns context-sensitive results in milliseconds.

Being able to search for content in your documentation makes the whole user experience even better as it shaves valuable time off finding the solution to their problem. The search bar should be anchored to every page in case your content isn’t quite what your customers are looking for, allowing them to search again. 

Add table of contents

As well as searching for content within your documentation, customers will also be looking for particular sections within individual articles. This is where a table of contents can come in really handy. 

A table of contents appears at the beginning of an article and lays out all of the sections contained within the document. Customers can click through to the section they feel is most relevant to them rather than having to read the whole article from beginning to end. 

Having a table of contents saves your customers time and ensures that they can navigate long articles with ease. If they read the table of contents and find what they’re looking for isn’t included, they quickly leave the page and find another article that is more relevant to their search. 

Link to relevant articles

When writing your user documentation it’s likely that your content is going to need wider context to explain certain terms, or to go into more detail about a particular aspect of your product. The best approach here is not to repeat yourself but instead link to relevant articles that your customers may find useful. 

The key thing to remember is to use interlinking sparingly. You don’t want to present your customers with a whole page full of nothing but links. It’s also a good idea for your links to open in a new tab, so you don’t take your customers away from the page they’re currently using.

With Document360 , you can take advantage of our broken link checker, which helps you validate and monitor all links within your knowledge base. Instantly fix all broken links and provide a better reader experience for your customers. 

Collect feedback

Your user documentation is never really finished. You need to collect feedback from your customers on an ongoing basis in order to find out the areas that could be improved, or content that is missing. 

You need to find out whether your user documentation is actually helping your customers, and the best way to do that is simply to ask them. Documentation should not just be a barrier to prevent customers contacting human support. It should be a viable alternative to your support team and stand a good chance of solving their problems. 

Customers will appreciate you asking for their feedback – just make sure to tell them when you have implemented their changes, closing the feedback loop. With software like Document360 you can collect feedback like article ratings, and enable comments on articles too. 

Keep it fresh and updated

Remember, your user documentation has to keep pace with your products and services. Set up regular reviews to refresh your documentation and ensure it accurately reflects your offerings. 

Your user documentation will likely require new articles and updates to existing articles. Make it easy for your agents to flag when documentation needs updating and create a workflow for them to request the creation of new articles. It’s likely your support agents are some of the best people to be writing documentation so empower them to do so. 

Don’t be afraid to delete old articles or remove ones that have never been read. It’s best to only include high-performing content in your user documentation so users can more easily browse your content. 

Take a look at how Document360 elevated the user experience for Cascade:

7 best examples of user documentation

Stripe is online payment processing for internet businesses. Businesses of all sizes – from small startups to large enterprises – use Stripe to accept payments, send payouts, and manage their businesses online.

Stripe has some of the best documentation around. Stripe has a clean and uncluttered interface, immediately welcoming customers to the docs with a prominent search bar. It presents handy guides for users who want to dive straight into learning more about Stripe. 

StripeDoc-1

Then, you can learn more about business operations and financial services with Stripe. The large and simple images that accompany each section invites customers to explore the knowledge base and get more out of their subscription with Stripe. 

how to write a software application user manual

You can explore Stripe products, which are presented as a simple list alongside a colorful icon to represent the product. 

how to write a software application user manual

Stripe has a huge amount of documentation to organize and the do a good job of hiding unnecessary elements on the page. When you navigate to the page level of the documentation, a left-hand navigation menu opens up which shows you all the pages in that category. 

how to write a software application user manual

When you get to the bottom of an article, you can rate whether the page was helpful or not and there is a link to contact the support team.

how to write a software application user manual

Stripe’s documentation is truly outstanding and a joy for users.

Whatfix is a Digital Adoption Platform that helps enterprises onboard, train, and support their application users. 

They have some outstanding documentation to help their users get to grips with their technology. The first page of their knowledge base is a Getting Started guide that onboards new users and tells them what Whatfix is all about. 

how to write a software application user manual

Whatfix has invested in a Getting Started video to explain to customers how to use the software. They are aware that many customers may be new to the concept of a Digital Adoption Platform and have taken great pains to explain what they are. 

how to write a software application user manual

Whatfix clearly displays the content of their knowledge base in a visible left-hand menu, so customers can freely click around to find articles that interest them.

how to write a software application user manual

On an individual article page, Whatfix gives users the option to request a demo. This reflects the fact that many of their documentation users are likely to be prospective customers trying to learn more about Whatfix. 

They invite you to contact the support team if you didn’t find what you were looking for with a real email address. You can rate whether the article was helpful or not with a simple thumbs up or thumbs down. 

Ahrefs is an SEO software suite that allows its customers to build links, research keywords, conduct competitor analysis and track their rankings. One of Ahrefs’ unique selling points is how easy it is to use, so providing user documentation is a crucial part of their product offering. 

how to write a software application user manual

Ahrefs starts their knowledge base with a huge search bar, inviting customers to start looking for content. Under the search bar is a list of categories, beginning with a Getting Started guide. 

how to write a software application user manual

If you navigate down to category level the prominent search bar remains in view. It lists that there are 20 articles in this collection so users know how much content there is to browse through. 

how to write a software application user manual

At an individual article level the search bar is still there. Ahrefs has a very simple interface and doesn’t show you any categories apart from the breadcrumbs that appear at the top of the article. They don’t want anything to distract users from reading the documentation. 

An intuitive knowledge base software to easily add your content and integrate it with any application. Give Document360 a try!

Microsoft is a multinational technology corporation which produces computer software, consumer electronics, personal computers and related services. 

Microsoft has a huge amount of documentation to organize and they take the approach of offering a search bar right on the homepage. They make suggestions for what users can search for, including articles, training and code samples. 

how to write a software application user manual

Microsoft knows they have a wide range of users to cater for so they list their documentation by product. This helps customers who know what they are searching for and is a good way to organize content. 

how to write a software application user manual

When you get down to the category level Microsoft provides users with solutions, scenarios and resources. When you think about how much documentation Microsoft actually has it’s amazing that they can keep it all organized.

how to write a software application user manual

At the individual article level Microsoft keeps all articles in the category displayed on the left-hand navigation so users can orient themselves. On the right-hand side they have a table of contents so that users can see all sections of the article and jump to the right place. 

Twilio is a customer engagement platform used by hundreds of thousands of businesses to build unique, personalized experiences for their customers. 

Twilio encourages customers to browse by category, listing the main category titles including Twilio Flex, SMS and Voice. They have a casual “Ahoy world” message, referencing the fact that their documentation is for developers. 

how to write a software application user manual

Users who are browsing Twilio’s documentation are likely to have a significant amount of technical knowledge. Twilio’s content is suitably technical, but laid out in a visually appealing way. 

how to write a software application user manual

When you get down to the category level Twilio opens out a left-hand navigation menu that shows you all the articles contained in that category. You can rate the page out of five stars using the widget in the top-right hand corner. 

Canva is a graphic design platform which you can use to create social media graphics, presentations, posters and other visual content based on templates. 

The Canva developer docs have a very clear interface and a small search bar in the top right hand corner. The homepage of the docs site is a simple overview of the content contained within their knowledge base. 

how to write a software application user manual

When you navigate down to Canva’s quick start section, content is laid out in exactly the same way but also including images to help users better understand the instructions. Canva makes it easy for developers to create a support ticket by providing a link at the top of the page. 

how to write a software application user manual

When you get to the end of a page you have the option to switch forwards or backwards to other content in the user documentation. You can rate the helpfulness of the page, providing valuable feedback for the Canva team. 

how to write a software application user manual

Netflix is a subscription streaming service and production company. It offers a library of films and television series. 

On the homepage of Netflix’s user documentation you are presented with a large search bar inviting users to start typing in their query. Netflix emphasizes signing in for more personalized help, suggesting their knowledge base is heavily geared towards existing customers. 

how to write a software application user manual

At the individual article level, the interface is simple and clear, with minimal distractions for customers who are reading the documentation. Netflix links out to other articles that might be helpful and offers a list of suggested articles that might enable users to solve their problem. 

how to write a software application user manual

At the bottom of the article page, Netflix asks its customer to rate whether the article was helpful or not. They also include links to how customers can get in touch with a human, either by calling the company or starting a live chat. 

how to write a software application user manual

User documentation is critical if you want to sell a successful product or service. Customers expect it, and your support team needs it. Good user documentation is simple to use and easy to follow, enhancing the customer experience and keeping customers coming back for more. 

Customers are likely to buy from you again if they enjoy the experience with your product and believe you invest in looking after your customers. User documentation is about seeing the bigger picture and planning for customer retention. It’s a long-term investment in your customer support strategy. 

User documentation is a love letter to your customers who have honored you with their business. It’s your chance to show how much you care about them.

Download Ebook

Frequently Asked Questions

What are the types of documentation, what is the difference between a user documentation and technical documentation.

Technical documentation encompasses a larger range of topics than user documentation. Technical documentation can be both internal and external, but user documentation is always developed with the end-user in mind. In comparison to technical documentation, the process of developing user documentation necessitates minimum technical background.

What are the examples of user documentation?

User manuals, User guide, Software Documentation, Instruction Manual, Training Manual, Policy Manual, SOP Manual.

'  width=

Jubina Prabhakaran

Jul 7, 2020

User Research for Technical Documentation

Access actionable resources on technical documentation

By signing up, you agree to our Terms , Policy and GDPR

Share this Article

G2 Logo

Related Articles

Thank you for subscribing.

You will be receiving an email from us shortly.

Fill in the details to view the report

  • Words with Friends Cheat
  • Wordle Solver
  • Word Unscrambler
  • Scrabble Dictionary
  • Anagram Solver
  • Wordscapes Answers

Make Our Dictionary Yours

Sign up for our weekly newsletters and get:

  • Grammar and writing tips
  • Fun language articles
  • #WordOfTheDay and quizzes

By signing in, you agree to our Terms and Conditions and Privacy Policy .

We'll see you in your inbox soon.

How to Write a User Manual (That’s Easy to Follow)

writing a user manual on computer

  • DESCRIPTION writing a user manual on computer
  • SOURCE Oleksandr Hruts / iStock / Getty Images Plus

Writing a user manual is a big responsibility because the finished document will be used by people who are depending on it to provide them with instructions they can follow. Learning how to write a user manual requires a combination of organizational and technical writing skills.

Step 1: Identify the Audience

Understanding who your audience is can be half the battle when writing a user manual. Identifying your audience helps you decide what type of information and how much detail you need to include the manual as well as how the information should be presented.

For example, a user manual for a piece of computer equipment can include technical terms without definitions if the audience is professional computer technicians, but that isn’t the case if the audience is end-users.

Step 2: Define the Purpose of the Manual

Make sure you know exactly what the manual’s readers need to learn how to do. There is a big difference between writing an instruction manual that focuses on explaining how to use an item versus how to repair one. If you’re writing a manual for beauticians who will use a new hair dryer model in a salon, that is very different from creating a manual for the purpose of explaining how to service or repair the hair dryer.

Step 3: Identify the How-To Steps

Start your first draft by making a list of all the steps that someone needs to follow to perform whatever task(s) the manual is supposed to explain. Once you have made a list, use the list of steps you created to try performing the tasks(s) yourself. This will help you determine if the list is sufficient as is or if changes need to be made. Chances are you’ll realize that some more steps need to be added or that some of the listed items need to be broken down into multiple steps. Revise as needed and keep working through the instructions until they are easy to follow as written.

Step 4: Formalize the Written Steps

Take your latest draft and use your technical writing skills to translate them into the how-to portion of the manual. Start with a complete list of supplies laid out so it’ll be easy for readers to pull together what they need. Bullet points are good for this. The actual steps should be presented as a numbered list that readers can follow step by step.

Step 5: Develop Appropriate Graphics

Once the steps have been laid out, consider where graphic elements can help make it easier for readers to follow and apply them. Develop appropriate charts, graphs or illustrations to include in the text along with the steps. Place them on the page so readers can clearly see what part of the written instructions correlate to each image. If you aren’t able to develop the graphics yourself, work with an illustrator or graphic artist.

Step 6: Write Other Sections of the Manual

Once the main part of the instruction manual (the actual instructions) has been written, focus your attention on crafting the other sections of the topic. At a minimum, you’ll need an introductory section and a conclusion.

  • The introduction of a user manual usually begins with a message of appreciation to users for selecting the product and a general product overview.
  • The conclusion usually ends with details on how to contact the company, as well as information about the warranty and any disclaimers that might be needed.

It can also be helpful to include a frequently asked questions section and/or a troubleshooting guide.

Step: 7 Be Brief and Detailed

User manuals need to be brief and detailed. Whatever sections are included, they should be written in a technical writing style that focuses on conveying maximum information in as few words as possible. Being wordy just to add content and to make the manual longer is never recommended. If a procedure can be answered in just a few sentences then it is best to leave it that way. Be brief by getting to the point and answering all important items that need to be addressed. State the details, but make every word count. Too many words can cause information overload.

Step: 8 Verify Accuracy

Make sure that all of the information in the user manual is accurate. There is no room for error in user manuals. While accuracy is important with all kinds of writing, it is truly critical when writing a user manual. The instructions absolutely have to clearly convey how to use a particular piece of equipment or follow a specific procedure. Check everything for accuracy, including all of the terminology, the order of the steps, and the clarity of the language.

Step 9: Proofread Carefully

Proofread carefully to make sure your document is free of all kinds of errors, including spelling, punctuation and grammar. Typographical mistakes and other errors could cause reader confusion. They also reflect poorly on the brand, company or product.

Step 10: Format for Readability

Covering all the key information readers need is critical for a user manual, but the document also has to be user-friendly and easy to follow. This means formatting the document with readability in mind.

  • Choose an appropriate font. It is generally best to opt for a sans serif font such as Arial or Calibri.
  • Don’t use a font smaller than 10-point type. Depending on your audience, you may need to use a larger font.
  • Use headings to highlight transitions from one section to another. Include subheadings within heading sections as needed.
  • Present steps that must be followed in order in a numbered list format.
  • Use bulleted lists and/or tables to highlight key information.

Step 11: Include a Table of Contents

A table of contents is key when establishing what tips on writing user manuals you should take into consideration. Most user manuals use a table of contents to show the organization of the manual. The table of contents will help guide readers throughout the user manual. A table of contents will also help the reader locate answers to the questions they are looking for.

Step 12: Consider Adding an Index

If the user manual is fairly long and detailed, consider adding an index at the end of the document in addition to including a table of contents at the beginning. This will make it easier for readers to quickly locate specific sections of the document related to a question or need they have at a particular time.

Step 13: Get the Document Reviewed

Once you think the document is ready, get someone else to review and edit the document. Have them actually try to follow the instructions as if they were a member of the target audience. Get feedback from them about the content or format of the overall manual and whether the instructions need any adjustments.

Key Business Writing Skill

Writing instructional manuals is one of many types of business writing . Knowing how to write a user manual is an important skill for writing professionals who work in corporate or educational settings. Now that you know how to write a manual, take the time to review some examples of technical writing assignments . Whether you’re preparing to write a user manual right now or you’re thinking about pursuing a career that involves crafting this type of document, you’re sure to find these assignments interesting.

how to write a software application user manual

  • How we help
  • How we work
  • European Union
  • United Kingdom
  • United States

EU User Manual Templates

  • Electronics

EU Declarations

EU Legal Checklists

UK User Manual Templates

US User Manual Templates

How to Write A Manual That Your Users Will Love to Use

2023-12-7 Ferry Vermeulen User Manuals

Do you want to know  how to write a manual  that is easy to use for everyone? In this article, I am going to show you how we create user-friendly, appealing AND legally compliant  user manuals for our clients. After reading this you might be able to write great instruction manuals yourself, without getting a degree in technical communication, design AND law. It’s a lot quicker than the usual way!

Just follow the steps of the INSTRKTIV-5-STEP-USER-MANUAL TM PROCESS.

Or, as we call it internally, the I LUV MANUALS TECHNIQUE TM (L=Liability, U=USABILITY and V=Visibility).

Knowing how to use a product safely, effectively and efficiently is key to a successful customer experience. By providing your end-users with professional instructions, you will have happier customers, increase your liability and decrease customer support costs.

Do you want to know how to write a manual that impresses everyone, like this example that we created for AEG/Electrolux?

how to write a software application user manual

Or how to write a user manual like this quick start guide for LIDL?

how to write a software application user manual

Like this user manual  for Gazelle?

how to write a software application user manual

Like these user guides and online help?

how to write a software application user manual

Then read on and download our free user manual template so you can create your manual on the go.

how to write a software application user manual

Table of Contents

CHAPTER 1 - How to Write an Instruction Manual In Which Your Users Find What They Are Looking For CHAPTER 2 - How to Write an Instruction Manual that is Clear and Ensures Safe Use of Products CHAPTER 3 - How to Create a User Manual with Clear Visuals CHAPTER 4 - How to Present Your Instruction Manual CHAPTER 5 - How to Finalise and Distribute Your User Manual

DO YOU WANT A USER MANUAL TEMPLATE THAT ALREADY CONTAINS THE LEGAL PARTS?

Take the shortest way to a compliant manual. We have developed user manual templates for machinery, toys, medical devices and electronics that contain all legal content. 

How We Use the ‘I LUV Manuals Technique’ to Increase Customer Satisfaction By 63% and More

Does one of the following apply to you:

  • You need a user manual for your product,... NOW!
  • Your customer support is overloaded;
  • Your users are unsatisfied;
  • Your product did not pass certification tests because the instruction manual does not comply;
  • You worry about your liability because the user user guide does not comply and/or does not cover all safety warnings;
  • You want a good looking user manual that contributes to a better use experience;
  • You are spending too much time on creating your user manuals and wonder if you can  work more efficiently. After all, most of your instruction manuals are X% identical anyway. 

By using the I LUV Manuals technique,  we are able to:

  • Increase customer satisfaction by 63%
  • Decrease calls, emails and chat conversations by an incredible 71%
  • Reduce Liability by 98%
  • Ensure passing any compliance tests
  • Ensure passing customs regulations 

Let’s dive into it.

Watch this video to see if you can publish your user manual online .

CHAPTER 1 - How to Write an Instruction Manual In Which Your Users Find What They Are Looking For

In order to have your users find what they are looking for, a well-structured manual is an important element.  

Information without structure is not very useful. You have to identify what is important and what information is trivial.  

When you organise the content offered to your users properly, it will save them time and effort in learning and solving the problem for which they are trying to find a solution.  

When information is not organised properly, your user will quickly give up. And maybe worse, they will have a negative experience with your brand. You might wonder: “How do you structure a manual?”

Serve information needs by gaining knowledge about your user

The first thing you may want to do on your way to provide users with the right content is to get to know both the subject and user better.  

Do not assume the user has prior experience or product knowledge before you have defined who your user actually is. 

Ask yourself questions like:

  • What describes the user? What is their age, gender etc.?
  • What tasks do they need to perform?
  • Why is the task being carried out?
  • How frequently will it be carried out?
  • In what environment will the product be used?
  • What language do they speak?
  • Is the user under stress?
  • What is their background?
  • Is the product used professionally, commercially or privately?  
  • What technical experiences, qualifications, education, training, knowledge or skills do they have? (for example: when you write information about a software update, your user most likely has prior experience with the software);
  • If applicable, are any tools available?
  • Does the user have access to the internet? 

Why is this important? Let’s have a look at this example:  

Dutch Rail (NS) were at a point where they considered converting all their existing paper user manuals available about their trains to  online documentation and videos . 

Playing a video usually requires high speed internet. Although reception is quite good in the Netherlands, high speed internet is not always assured when crossing the Dutch countryside.  

Also, when a train would have a breakdown in a tunnel, chances are big there is no internet and thus no access to information at all. 

This made them decide to make all information available electronically, but in an offline format. 

how to write a software application user manual

By asking the correct questions that help you to identify who the reader is and where and how information will be consumed, you will be able to better serve their information needs.  

Also, do not forget to consider the needs of disabled users. There might be users with low vision or who are colour-blind. You may want to serve them with alternative instruction manuals in Braille, large print or audio.

Create a Persona to Help you Understand Your User Better 

As I am a big fan of visualising things, I encourage people to create personas .  

A persona is a visually presented user profile in which some reasonable assumptions are made about the characteristics of your users.  

I learned about creating personas during my Master Industrial Design Engineering course. So, creating personas is not only useful when developing your user guides, but also at the start of the development of any product or software. 

To create a persona:

  • Ask yourself the correct questions to identify and get to know the user.
  • Find images online or in magazines that represent the user, their hobbies, the environment, their skills etc.
  • Use a photo editing tool or old-school scissors and paper to create a collage representing your user.
  • Write an introduction in your user manual that describes the user. For example:

These instructions are intended for the end-user of the [machinery name]. The end-user can be described as each person who interacts directly with the machinery. The end-user typically includes, but is not limited to:  

  • An Installer
  • Maintenance personnel or technicians
  • An Operator
  • Dismantling personnel

  All use of the machinery shall only be carried out by an authorized, properly qualified and skilled person of 18 years or older, who:  

  • Has read and understood this instruction manual
  • Is familiar with operating similar equipment
  • Knows how to control this machinery
  • Is aware of all possible dangers and acts accordingly
  • Is trained and authorized to work at heights
  • Has a spraying license, if applicable 

The required maintenance and/or inspection work as stated in this user guide is allowed by the aforementioned persons, unless clearly indicated when this is not allowed.   

Exceptions to this are the supplied lifting and climbing materials and personal protective equipment. These shall always be inspected and certified by approved companies/ authorities.  

The purpose of this document is to make the end-user familiar with the installation, use and maintenance of the machinery.

how to write a software application user manual

Persona of the user for the IsoVox recording studio  

Gaining knowledge about your users helps you to focus on what is important to them. This helps to prevent wasting the user’s time and your own time by explaining things that the reader already knows or are irrelevant.  

A commonly seen mistake is that user manuals often include marketing or sales information. This distracts the user from finding the information they actually need. 

Users usually consult the instruction manual because they want to get something done or solve a problem they are facing: They want to install the latest version of their anti-virus software, bake bread or find the meaning of the flashing warning light on top of their machinery.  

Knowing your user helps you to write more consistently. It helps you select the correct information and to focus on the tasks that your user wants to complete.

Have technical knowledge, but not too much

This may seem like common sense, but knowledge really is the key to writing instructions that really help your users. 

For example, when writing the user instructions for a camera, knowing how the shutter speed and aperture interact with each other, makes it much easier for you to describe each function as it relates to the whole.

In many companies, the user manuals are written by someone from marketing or R&D. 

I don’t want to stereotype, but marketing people may not always have the technical knowledge to explain things correctly.

On the other hand, their more tech-savvy colleagues from R&D often use the user guide as a medium to show off to the outside world how advanced their invention is by drowning it with incomprehensible and irrelevant terminology, formulas or process descriptions. 

So, technical people may not always be the right persons to engage customers.

Both too little and too much technical knowledge can have their disadvantages. 

It is the task of the technical communicator to share technical information clearly with the user of a product.

Technical education, background, experience and communication skills will help each technical communicator do this successfully. 

Download our free user manual template so you can create your manual on the go:

Gain product knowledge by trying the product and studying available information

When writing software manuals , product manuals or any other manual, you must have 100% understanding of the product you are writing for.

The best way to do this is by using the product yourself: try to install it, push the buttons, open lids, identify signals etc. WARNING! Always take your own safety into account!

Possibly there is already some information available, such as existing instruction manuals, a risk analysis or marketing information. Study this information and go through the full product life cycle, from purchasing to disposal, in your head. 

Useful questions are:

  • What is the intended use?
  • What are the names of the most important parts?
  • How is the product delivered to the end-user?
  • How do I transport and store the product?
  • How do I install/mount the product?
  • How do I commission the product/make it ready for use?
  • How do I use the product?
  • How do I change the settings?
  • How do I maintain the product?
  • How do I repair the product?
  • What are the possible errors and how do I solve them?
  • How do I dismantle and dispose of the product?
  • Are there any spare parts available?
  • What are the technical specifications?
  • What risks do I encounter during the stages of the product life cycle?

A hands-on approach (trying the product yourself), will give you a feel for what sort of information needs to be communicated to the user. 

When things are unclear, look for information on the internet or in existing, similar user manuals. Other product manuals can show you how other technical writers have found solutions for similar problems. But be careful…

Always trust yourself and don’t fully rely on what others do. Be critical and only consider information that you fully understand and can validate. 

Also, existing material might not always be as clear. Often you find a lack of structure, inconsistency or vague instructions. We will discuss that later. 

When studying existing material, you will most likely find similarities and differences.

Your product may or may not include all the functions that you find in existing material. Identify the differences. What makes your product unique? What functions are identical? What information can you use for a better understanding of your own product? 

When you slowly build up a complete picture of your own product, questions will arise. Not everything will be clear after your research. Make sure to note down any unclarities. These will be solved in the next stage.

Talk to experts for 100% understanding

The best way to have your questions answered is by talking to knowledgeable people that know the product best. 

Mostly, these people are the ones that took part in the development of the product, or are experts that are involved in other stages of the product’s life cycle. We call them subject-matter experts ( SMEs ).  

So what exactly is a subject-matter expert? 

An SME is a person with a deep understanding of a particular domain (which can be a job or topic). SMEs can be mechanical, industrial design, software or electrical engineers. They can be helpdesk support staff, maintenance personnel or installers.  

But also managers, scientific researchers, testers, dealers or business owners might have the in-depth knowledge of the subject that you are writing about and be the subject-matter expert you are looking for. 

Some tips when interviewing your SMEs: 

Make sure to do your homework well. Study your topic thoroughly and prepare a list of clear questions. 

Gather all your questions together and make an appointment. As SMEs are valuable to a company because of their knowledge. They are also busy people. Take this into account when you are interviewing them. Don’t waste their time. 

Most technical SMEs are more comfortable in the world of numbers, processes and technical principles than words. They are more into getting things done and getting results than communicating about how to get these things done. They might use a lot of jargon. All those numbers, technical terms etc. are not always necessary to write clear information. Do not force your SME to avoid jargon. It is your job as a technical communicator to ask the right questions about the meaning of terms and to decide what information to use. Make sure that they feel comfortable and appreciated for their knowledge and valuable information.  

Make sure that the answers to your questions cannot be found in existing material, to prevent losing your credibility in the eyes of a sharp engineer. 

The best way of interviewing an SME is in person. Alternatively, you can do it with a phone call. Sometimes you will be asked to put your questions into an email or spread sheet. My experience is that this will delay a project: Answers to questions will lead to new questions. It is your task to keep on asking questions until you understand every bit. 

Make sure to record your interview. I always use my mobile phone to make videos of all my interviews and when we discuss the full functioning of a product. This will prevent you from asking questions during a second interview or writing down nonsense in the eyes of your SME. 

For example: during an interview, SMEs will automatically mention the right names for product elements. A display might be called an ‘operation panel’ and not an ‘operation screen’. You might not remember all of this, but when looking back at your material, you can get out all of this information. This prevents a lot of frustration. When you do your interview online via teleconferencing and/or a screen sharing session, make sure to make a screen casting.

Also, ask SMEs to review your work. Their knowledge and feedback is of vital importance for writing clear information for use. 

Solve your user’s problems

One thing that I would like to emphasise a bit more, is the importance of solving your user’s problems . This is the starting point for both interviewing the SMEs and the mapping, structuring and organising your information (see next sections).

The user(s) you are writing for might encounter problems during the life cycle of the product. They want to solve these problems. And that's where they need you for.

So when talking to SMEs , gathering information, etc., always try to identify the problems that they might face.

Typical problems are similar to the above described questions and have to do with the installation, use, maintenance, repair, cleaning and disposal of the product. 

Problems are very specific, such as:

  • How do I attach the feet to my microwave?
  • How do I replace the mould of my machinery?
  • What does the red flashing LED light mean?
  • Am I allowed to clean the housing of my product with a detergent?

Sometimes a user’s problem is too complex and a reader might have a hard time to assimilate the information. In that case you can break it down into chunks . 

For example, for a type of machinery, called the Roof Washer, we created an instruction manual. One of the main steps that needs to be taken by the user is making the Roof Washer ready for use.

So the main problem would be: How do I make the Roof Washer ready for use?

As this is a HUGE topic, we have broken it down into the following chunks:

  • How to Check the Contents of the Delivery
  • How to Prepare the Mobile Platform
  • How to Prepare the Roof Washer
  • How to Lift the Top Cleaner on Top of the Greenhouse
  • How to Adjust the Mobile Platform
  • How to Adjust the Roof Washer
  • Adjustment of the main brushes
  • Adjustment of the optional window protection switch
  • Adjustment of the optional gutter brush
  • Adjustment of the front wheel switch levers

You are already starting to create topics now. Topic-based authoring is essential for writing clear instructions.

how to write a software application user manual

The table of contents gives an overview of the user’s problems

Mapping, structuring and organising your information

You are overwhelming yourself with information: from using the product and analysing all available documentation, to the information you get from the experts. 

This information consists of a description of the problems your users would like to solve, to solutions on how to solve them, but also all kinds of other information such as electrical schemes, spare part lists etc. 

One of the most challenging tasks of a technical writer is to gather all the information, analyse it, determine what is relevant, delete information, organise and structure it. 

How do you process and organise all this?  

This is fairly impossible without mapping out your information. Again, your goal should be to keep all information that is useful to write topics that answer your user’s questions. 

These topics will be clearly organised and identifiable in your table of contents or menu structure, following the life cycle of your product (see next section). 

But before you will have your final, well crafted (yes, this should be your masterpiece) table of contents, you would like to structure and organise all information. 

A few methods and tools that can help you:

  • Create the table of contents on the go;
  • Use mind mapping ; 
  • Use information mapping techniques;
  • Use old-school post-its.

how to write a software application user manual

All methods are based on the following principles:

  • Break up all relevant information into small and manageable chunks;
  • Each information chunk should be limited to a single topic;
  • Label each information chunk in such a way that it identifies its contents, meaning that the description that you come up with should describe the content. For example, it would be better to label ‘How to Update the Software’ with Installation and not with Use .
  • Organise and structure information, while making sure you are consistent in organising, formatting and sequencing information (and be consistent in the use of terminology). 

Again, you are automatically further defining your topics here. 

One single topic gives the answer to a single question a user has. Users want to solve one problem at a time, not multiple. That confuses them.  

When your user has solved one problem, he/she will proceed to the next topic, and solve the next problem.

Each topic will have a place in the user manual. A topic can become a chapter or a (sub-)paragraph. Or maybe a topic fits better in another guide that needs to be created. Let’s put this into perspective. 

The 82079-1:2019 standard for the preparation of Information for Use , structures information around information types and information products.

how to write a software application user manual

Another way of visualising the relationship between information types, such as topics and instructions, is by means of the following model:

information types

Let’s have a closer look at what a structured step-by-step procedure looks like.

Information Products

All ‘information for use’ is basically comprised of information based on three types: 

  • Instructional information
  • Conceptual information 
  • Reference information. 

The information can be structured around several information products that are selected, presented, and delivered in different media to meet the needs of different target audiences.

User Manual

A user manual or instruction manual is one type of information product. Other types are installation manuals, maintenance manuals, online help etc.  

A user manual, when printed, is an entire paper booklet describing how to use a certain product. It contains all topics, instructions and steps that are necessary to solve a user’s problems. 

how to write a software application user manual

User manuals are structured around topics. Each topic solves a user’s question. 

A topic can be conceptual (e.g. a description of how a process works), referential (such as a maintenance schedule) or instructional (e.g. procedures and safety instructions).

Examples of instructional topics are “how to get started”, “how to replace the battery” or “how to make pancakes”.

Topics need to be grouped logically. 

Instructions

If a topic is complex, it may contain several chunks, indicated as instructions in the above information type model. Instructions are basically subtopics. 

The above described topic that describes the preparation and adjustment of a machine, is divided into chunks of (sub) instructions such as “How to adjust the main brushes” and “How to adjust the optional window protection switch”. 

A step is a detailed description within an instruction. Instructions contain several steps. Together they describe the step-by-step process of performing a given task. 

Each instruction has a clear goal, which should always be task-oriented and to the point ( principles of minimalism ). 

Let’s have a look at the following example.

how to write a software application user manual

The page of this “drone instruction manual” contains two steps. These are two out of six steps within the instruction/subtopic How to install the drone . Each step is task-oriented and enhanced with illustrations . 

Illustrations contribute to a better understanding of what needs to be done. 

The user follows these steps by reading through the instructions. You will find more about how to write instructions in the next chapter. 

Try not to use more than 10-12 steps when you want  your instructions to be effective. Use 5-7 steps when you want users to memorise a task. This is the magical number of objects an average human can hold in short-term memory ( Miller, 1956 ) 

If necessary, a step can be enhanced with embedded safety warnings, tips with a more detailed description on how to perform the step or error recognition in case a step is done wrongly. 

It is of crucial importance to format and present information types such as warnings, steps, error recognition, tips, consistently at all times.  

Consistent formatting will support users identifying the information they are looking for. For example, clear formatting of a safety warning draws more attention to the safety message as the user visually recognises it as being a safety message.

how to write a software application user manual

Let’s recap.

We have discussed several methods and models that will help you map out, structure and organise information. 

There is not one single way that works best, but I think a combination of the above mentioned techniques, with some good theoretical background, is the way to write clear user guides.  

One last thing I would like to discuss is the similarity that I found between the information development process and the product development process .  

The process of gathering and structuring information is quite similar to this model that I was taught at university, which is used for innovation processes. 

how to write a software application user manual

After a broad analysis of strengths, opportunities, weaknesses and threats, you are able to draw up your criteria (list of requirements). Through a process of synthesis, simulation/prototyping, evaluation and technical elaboration you will finally have a design that is ready for mass production.  

The right model describes the process of researching, idea generation, concept creation and realisation. Each of these stages are characterised by a process of divergence and convergence. You first gather many alternatives before selecting the best ones. 

When I apply this model to the process of creating user instructions, it would look like the following:

how to write a software application user manual

Organise your topics for the sake of easy navigation

I would like to talk a bit more about the importance of your table of contents and thus the way you organise your topics in the instruction manual 

The table of contents (ToC) should be incredibly carefully crafted. It should be a well thought-over piece of art. The ToC is the spine of your user manual!  

Why does the ToC play such an important role?

When your users are facing a problem and they want to consult the user guide to find an answer, they will most likely go to the table of contents to see where they can find that answer. 

A clear table of contents helps the user to navigate to the right instructions, without having to frantically search through the entire instruction manual. 

I prefer to organise topics in the ToC based on my audience's needs and the purpose of the information, following the life cycle of the product. 

Mostly I start with a default table of contents. When gathering information, as described in the previous sections, I write down the names of my topics on post-its, label them and put them on my wall or I create a mind map online. 

how to write a software application user manual

When I think all is completed, I add my product specific topics to the default ToC, organise them and finalise my table of contents. Mostly, we discuss the ToC with the company that hired us.

Another important thing to take care of and which is essential to help your users finding solutions through the ToC, is to craft the name of your headings really well. We will discuss that later in more detail.

As some last notes, I want to mention that the sections about mapping, organising and structuring information are quite theoretical, but being skilled in this is one of the most essential skills of a good technical writer. 

The only way to check if you have done it right, is by checking if your users can quickly find the information they are looking for. If not, then you probably didn’t do something right in the mapping and organizing process.

CHAPTER 2 - How to Write an Instruction Manual that is Clear and Ensures Safe Use of Products

Once we have determined our topics and structured them to form the table of contents (or menu structure for online help), we can start with the actual writing of the content. 

The main goal should always be to write a user manual to make safe, efficient and effective use of a product possible. 

Let’s break this down.

Engage your audience by avoiding jargon in your instruction manual

Instruction manuals written by technical people tend to contain huge amounts of jargon.

What is jargon ?

Jargon is unnecessarily complicated language that is mostly used to impress instead of inform your audience.

I am not saying that you should not use any technical terms. Often you need them to explain a product well.

The starting point should be to create instructions that are as clear as possible. Using terminology that is not part of the usual vocabulary of your reader does not contribute to that. 

Let’s have a look at this example:

You can perfectly say “Tighten the lower proximity switch securely”. Using ‘lower proximity switch’  is just a necessary use of a technical term.  

However, when you say “Apply sufficient torque to the lower proximity switch  to ensure that the proximity switch assembly is securely attached to the ramp and such that loosening cannot occur under extreme weather conditions”, you are using too much jargon.  

Often, specific terms are useful and may even be the only known terminology within a particular audience. In those cases, using them is the clearest way to communicate with your target group.  

However, if your readers are specialists, going beyond the use of the necessary technical terms may cause misunderstanding and will alienate your reader.  

One of the most heard about complaints about user instructions is when there is too much use of jargon. The writer of a user guide often does not realise that the reader does not have the same background or knowledge about a product. 

Again, that’s why knowing your audience is crucial. 

When you can’t find another way to explain a concept except by using jargon, make sure you explain the meaning of the terminology (including used abbreviations) in a glossary.  

Remember that you are writing to communicate the use of a technical product, not to impress. If you realise that, you will automatically use less jargon. 

how to write a software application user manual

Help your user to find what they are looking for by meaningful headings

A heading is a title at the head of a page or section of a book.

The description of your topic is a heading and will get an entry in the table of contents (ToC). The ToC is consulted by the readers, to get as quickly as possible to the topic that contains the information they are looking for. 

This example shows a heading that clearly covers the content. 

how to write a software application user manual

Headings in user guides serve several important functions:

  • They provide an organisational overview of the user manual;
  • They show the logical structure of product information, based on the product’s life cycle;
  • They show the hierarchical relationship of topics (headings, sub-headings);
  • They allow the reader to quickly navigate to the right page;
  • They allow the reader to skip what they’re not interested in. 

A heading marks off the boundaries between topics and subtopics of an instruction manual. A good heading covers the full content of the topic it belongs to. 

It is important to craft your heading well and to use consistent styling and formatting, so your users find the information they’re looking for. 

Try to work with a maximum of three levels of headings: first-, second- and third-level headings. Don't overdo the levels of headings. 

Have a look at these examples:

how to write a software application user manual

Notice that the phrasing of headings is consistent: The first-level heading covers what the entire chapter is all about. The second-level headings use the how style of phrasing. The third-levels use noun phrases.

Make sure to craft the phrasing of headings so they are self-explanatory. The heading How to Make Pancakes is much more user-centred than Using the MagicMix2000 .

Clear styling of your  headings helps your reader to identify the level of a topic. Also, sometimes the style has already been determined in a company’s corporate identity guidelines.

If there is no ‘house style’, you can format the headings yourself. Although this is not the only right way to format them, I will give a style example here:

  • Make first-levels all-caps;
  • Make second-levels title-style caps: init-cap only the first word and any proper nouns and verbs;
  • Make third-levels sentence-style caps: init-cap only the first word.

Also note that this style can not be used in all languages. In German for example, nouns should always be capitalised.

Write the ‘intended use’ and decrease your liability

A clear user manual should describe how a product shall be used according to its function and within the expected product life span. 

The purpose of your product is also called the intended use of a product, machine or device.

A clear description of the intended use forms the heart of a user guide and determines (with other limitations of use, such as technical or environmental limitations) the safe envelope of using your product: it is the basis of ensuring safe, efficient and effective use of the product.

The description of the intended use frames your liability and is the starting point for the further contents of your user guide.

Once you have determined the intended use, you can focus on providing the safety and user information for using the product for its intended purpose ONLY.

Product safety laws, such as directives and standards, require most products to include a description of the intended use.

The following definition for the intended use is given by the international standard for information for use IEC/IEEE 82079-1:2019): 

An exhaustive range of functions or foreseen applications defined and designed by the supplier of the product

Some examples of the intended use:

how to write a software application user manual

And this one:

What is reasonably foreseeable misuse?

The following definition for reasonably foreseeable misuse is given by IEC/IEEE 82079-1:2019:

The use of a product or system in a way not intended by the supplier, but which can result from readily predictable human behaviour

Some examples:

  • Using an aggressive detergent in a food processing environment.
  • Using an automatic gateway to move persons (children standing on it when it is opening or closing)

how to write a software application user manual

Example of the reasonably foreseeable misuse of a helicopter platform

When you pay no or too little attention to the description of the reasonably foreseeable misuse, it may affect your liability as well.

For example, when it can be reasonably foreseen that a certain cooling system used in hospitals, may be used as a system to cool organs, this should be described in the instructions. 

Unforeseeable misuse should not be included in the instructions as this generally speaking does not affect your liability.

how to write a software application user manual

Reasonably foreseeable misuse or unforeseeable misuse ?

Support clarity with clear understandable user manuals

As discussed previously, an instruction manual consists of various kinds of information that serve a specific purpose, called information types . 

Examples of information types are subjects/headings, descriptions, goals, prerequisites, conditions, actions, results, warnings, prompts and reminders, examples and captions. 

When you format information types consistently, your reader will consciously or subconsciously recognise them and link it to the function of the information type.

The layout of the information type makes it easy to distinguish the various elements of information. A different layout will facilitate differentiation between various information types. 

See this example where the heading, instruction title, instructions, product elements and illustrations are all information types that have been formatted consistently throughout the user manual.

how to write a software application user manual

And this example where the level 1 & 2 headings, warning/notice, contextual information , instruction title, instructions, product elements and illustrations are all information types that have been formatted consistently.

how to write a software application user manual

Which information types can YOU distinguish here?

how to write a software application user manual

Using a  style guide helps you to write and format documentation in a clearer way, and to keep a consistent tone of voice and style.

Another thing to be aware of when creating clear instruction manuals, is to avoid vague words. Examples of such words are thing, part and stuff. Using these words will make your user manual ambiguous.

If you tend to use these words, you most likely still lack information. So ask someone or find unambiguous alternatives.

Clear and to-the-point use of words will help the user to complete an action as safely and quickly and as well as possible.

An action-oriented approach should have priority in general. Your user should be provided with an immediate opportunity to act.

Using Simplified Technical English can help you to write unambiguously. 

Writing instructions: Provide an immediate opportunity to act to get stuff done

You can provoke action by giving less conceptual information and focus on giving procedures: users want to get stuff done and not read about it.

There is this interesting paradox:

The best way to learn is to act. At the same time, often users need to learn first in order to act.

One of the biggest skills a technical communicator will need to develop, is the ability to find an appropriate equilibrium between supporting the reader’s instant actions on one hand and providing them with the essential conceptual information on the other hand. 

Look at this example based on the principles of minimalism , that contains this balance:

how to write a software application user manual

Or this minimalist example

how to write a software application user manual

In much conventional user documentation, not much priority is given to supporting actions a user needs to perform at the beginning of the instruction manual.

Many user manuals start with explanations, technical data, safety instructions, process descriptions etc. This, for sure, can be valuable information at some point, but mostly distracts the users from getting to their goal.

Try to include only the absolute minimum of must know information in your user manual and consider all the nice to know information as obsolete. 

When you succeed in being brief, the instruction manual will communicate that the user’s task does not require a significant effort but is relatively easy to execute. 

The user guide stimulates a user to activate relevant prior knowledge and to depend more on their own thinking when you do not explain everything.

When you master the skill of minimising background information and provide just enough information so that the user can complete a task or understand a concept, your instructions will become much clearer.

Many user guides contain instructions that are incomplete or incorrect. When writing, it might help you to perform all of the steps yourself as you write.

This ensures that what you write is the right way to do things and it helps to focus on the must know information. It will also increase the chance that nothing is forgotten and the overall quality is improved.

Sometimes, it isn’t possible to do the steps, for example where the product concerns dangerous or complex equipment. In those cases, discuss all steps with an SME, think them through thoroughly and have everything written checked. 

Make sure to provide step-by-step instructions that are placed in the correct order and follow the timing and sequencing of the actual operations.

Also, within one sentence, you should follow the right order. Let’s look at an example.

To select German as your default language, select Deutsch when clicking on Language in the File menu 

...is way more user-unfriendly than…

To select German as your default language:

  • Go to File>Language .
  • Select Deutsch.

This example shows visual stepping stones: steps are numbered with 1, 2 etc. Adding these makes it clear to the users that there is a need to follow the steps one by one. Alternatively, you can even add ‘step 1’, ‘step 2’ etc.

Pretty straight forward, right?

Don’t make the instructions lengthy. Short, simple sentences with just one instruction, or at most a small number of closely related commands, per sentence work best. 

Write the steps to task completion, meaning that you tell the user exactly what to do in order to complete a single task. 

Avoid creating dead-ends and make sure that after going through the sequence of steps in a certain topic, the user has solved the problem: each topic has a clear beginning and ending, this is in contrast to a book that you read entirely from beginning to end.

Use the active voice to write easier to understand steps

Make sure that the information you give is as simple and as brief as possible. Instructions should be written in the present tense and active voice, using strong verbs.

The active voice emphasises the user and it is easier to read and understand instructions that are written using the active voice. 

The subject and verb are always clear in sentences with an active voice. For example: 

“Connect a keyboard to a USB port on the remote unit .”

In this sentence, connect is the active verb and keyboard , USB port and remote unit are all subjects.

Let’s compare that sentence with this sentence in passive voice:

“A keyboard needs to be connected to a USB port on the remote unit.”

It is much clearer that the reader is the person who will complete the action in the sentence written in active voice.

By using the active voice , your instructions will be clearer, more concise, and direct.

Some more examples:

how to write a software application user manual

And I recently saw this one in an office space:

how to write a software application user manual

It is ok to incorporate product or system responses (when necessary) in the step that initiated the response. 

Or you can mention the response at the beginning of the following step.

Two examples:

  • Click on the LANGUAGE button . The language window opens.
  • Click SAVE  
  • Click on the LANGUAGE button . 
  • In the language menu , select Deutsch. 
  • Click SAVE.

Minimise cross-references to prevent confusion

Every now and then you might want to add cross references to your instructions. 

For example, you might want to refer to a sequence of steps that have been given somewhere else in the instruction manual. Or you simply want to refer to an entire section.

how to write a software application user manual

In general, cross-references should be kept to a minimum. Letting your users go back and forth through the user manual is not user-friendly and confuses them.

Referring to a complete section (like in the example above), which is an addition to a certain topic but a topic on its own, generally is ok to do. 

Referring to a sequence of steps, like in the example below, is not recommended.

To make the battery of your eBike ready for use:

  • Press the On/Off button to turn on the battery. When at least one LED, but not all LEDs of the battery indicator lights up, the battery must be charged. 
  • Charge the battery. See 2.1.2. How to Charge the Battery .

Force to consider details by using a style guide

I have emphasised the importance of consistency several times already, but I will mention it again here: it is crucial to express terms, product elements and units in a consistent manner. 

Use consistent terminology in the instruction manual themselves, on the packaging, in other collateral materials and on the product itself (marking and labelling).

Of course, sentences should be grammatically correct, written for the target audience, and jargon should be minimised.

Avoid abbreviations and acronyms, unless it can be assumed that they are familiar to the audience you write for. If you do decide to use them, make sure to explain terms when they first appear in the style guide and/or in a glossary. 

Don’t forget to avoid marketing waffle: you are writing a user manual, not promotional material. Your user already bought the product.

All of the above guidelines can be put in a style guide . A style guide provides consistency and stimulates to carefully consider all details: the presence of a style guide will force you to look closely at each single sentence. 

A style guide enhances comprehensibility. 

See this online example of a style guide, the  IBM style guide or this SAP style guide. 

Once you have established your own style guide that covers for example your writing style,  wording, consistent use of terms, ways to address the readers and design of text and page layout (we will discuss this later), you will need to apply it to the entire instructions for use. 

how to write a software application user manual

Ensure safety by using words like must, shall, should and could correctly

The correct use of words to indicate requirements and recommendations is standardised in the American ANSI Z535.5 standard. 

Regardless this is a U.S standard, I also like to apply it to the instruction manuals we write for other markets. 

The ANSI standard states that the correct verb form for indicating a requirement is shall . The word shall is understood to be mandatory. The universally accepted use of must instead of shall  is not recognised by the standard. 

For example: The product shall only be used by persons who have fully read and understood the contents of the User Manual. 

The correct verb form for indicating a recommendation, as defined by the ANSI, is should . Or to speak in ANSI terminology: should is understood to be advisory. 

For example: After each use, the device should be disconnected from the mains. 

When there is excessive freedom of behaviour, or no guarantee that something will happen, you can use the word may . This word is understood to be permissive. Using might instead is not allowed. 

For example: Some individuals may experience a mild tingling sensation when first using the device. 

I have experienced a situation where U.S. customs did not allow a machine to be imported because the user guide did not use these words correctly.

Include error handling to save your user time, reduce frustration and anxiety

No matter how well a product or piece of software has been designed, things undoubtedly go wrong when using it. As a technical writer you should pay attention to this. 

Users of products make many simple mistakes, and correcting these mistakes can be time consuming. According to research from the University of Twente , users spend between 25% and 50% of their time correcting errors. 

So it is therefore important to add error information to instructions that users might misunderstand. 

Providing error information AND providing it there where it is needed, is one of the most underestimated aspects of user documentation. There are several ways how well-designed instruction manuals can prevent users from making mistakes. 

For example by providing a safe sequence of steps, using short and simple sentences, minimising jargon, using active verbs etc. 

But how do you know which error information to include?

Research [1] has shown that even experienced technical writers generally do not predict really well what problems arise when their documentation is used.  

The best way to find out what errors users will face is by usability testing. See Conduct user research to check what you have written . 

When you have found the most common errors that occur, a model for adding problem-solving information to your user manual suggests the following stages: 

  • Seeing the problem;
  • Expressing the problem; 
  • Processing the problem-solving information.  

In other words: when designing error-information, make sure you support the user in detecting, diagnosing and correcting mistakes. 

Let’s have a look at an old-school example:

how to write a software application user manual

Error information as presented in a minimal instruction manual about WordPerfect.

Error information is most effective when it is given as near as possible to the source where and when the error occurs. This is often directly after a certain instruction.  

When providing error information on the spot, the mistake will be detected and hopefully solved, before they can lead to other mistakes. 

A separate troubleshooting section, which is quite commonly done, isn’t wrong, but it makes it more difficult for the user to access the information and understand it, as it is removed from its context.  

When you provide the error information on the spot, it will save your user time, reduce frustration AND the anxiety of learning about using the product.  

Additionally, good error management makes learning to use a product more productive. 

I discuss this in more detail in this podcast :

Pay attention to the safety instructions and support safe use

Safety is my favourite topic. Why?

First of all, because it has to do with compliance, which is a largely overlooked topic by most tech writers. But I don’t blame them. 

Information on compliance, product safety and what exactly to include in your user manual is hard to find. The websites of our legislators can be quite overwhelming.

Secondly, I like the contradiction between creating a compliant and user-friendly instruction manual at the same time. 

Some technical writers like to over-warn. I have seen user guides with nothing but warnings and really not a single instruction. 

Over-warning is at odds with an action-oriented approach. What would your user experience be when a 40 page instruction manual has its first actual instruction on page 32, after more than 30 pages of warnings and process descriptions? 

There is a solution to this that meets in the middle! 

First I would like to explain why we include warnings in user manuals. 

No matter how well and safely designed a product is, using a product often comes with certain risks. Risks can be identified by conducting a risk analysis.  

It is generally agreed (in international standards) that there are three ways to reduce those risks: 

You can adjust the design of your product, equip the product or user with safety measures (such as safeguards, personal protective equipment) or provide safety instructions.  

These three risk reducing measures should be considered in this specific order. So a user guide should never be used to warn for risks when the design can still be improved. 

As a rule of thumb you should warn where the risk is most likely to occur. 

For the user manual this means that there can be distinguished four types of safety instructions: supplemental directives, grouped safety messages, section safety messages and embedded safety messages (see this post for more information about these).

As the name suggests, section safety messages are placed at the beginning of a specific section.

how to write a software application user manual

When it comes to usability, you can do two things here. 

First of all, you could sum up all safety warnings that relate to that specific section. 

how to write a software application user manual

Considering the number of warnings, the use of this electric toothbrush seems just as dangerous as working on a nuclear power plant. 

A more user-friendly approach would be:

how to write a software application user manual

I am not saying not to use any warnings at all, but it definitely is possible to reduce the number of warnings drastically in many cases.

When you do decide to provide a warning instead of an instruction, make sure to structure the warning well. 

A good warning consists of three parts: 

  • The type and source of hazard;
  • The consequences in the event of non-compliance;
  • Measures to avoid the hazard.

A warning is preceded by the signal word danger, warning, caution or notice.

how to write a software application user manual

Nowadays, the meanings of signal words are similar in several available standards describing risk levels. 

And this is how a hazard safety panel should look like according to ISO 3864 (left) and ANSI (right):

As ANSI has included the ISO safety panels as well, you are safe to use them for several markets.

Avoid legal pitfalls and make your instruction manual legally compliant

Depending on the product you are writing for, chances are there are legal requirements on the content, presentation and format of your user guides.

These can come from federal laws in the US, directives or regulations in the EU or similar legislation in other countries or states.

Standards can be used, if not made mandatory, in order to comply with the ( CE ) requirements.

For example, medical devices  are the most heavily regulated products. In the US, there is the Guidance on Medical Device Patient Labelling , whereas in the EU requirements on the instructions for use are given in the Medical Device Regulation.

By complying with the legal requirements and applying standards, you create a user guide that is legally compliant. 

This will help you to avoid any legal pitfalls, will let your product pass tests and customs, decrease your liability, provide competitive advantage and make sure your users can use the product more safely. 

Generally speaking, the following process should be followed to create compliant user manuals:

  • Identify legislation (laws/directives);
  • Identify standards;
  • Identify requirements of the legislation and standards that apply to your product;
  • Add legal content to the instruction manual.

I have written about this process in more detail for both the American market and the European market. 

Also, these templates might help you create compliant user manual for machinery ( EU , UK , US ), electrical equipment ( EU , UK , US ) or medical devices ( EU , UK , US ).

user manual template

This article  describes the ISO 20607 standard on creating Instruction Handbooks for machinery.

How to use the  Operator Manual Template  to create a machinery manual:

And for medical devices:

TO THE STORE

Add navigation to optimise your user guide for findability

An essential part of a clear and effective user manual is the way your user can navigate to the information they are looking for.

Much of this has been discussed already in the previous chapter. But there is more than adding a table of contents, page numbering, clear headings and a logical structure.

Instead of ordering your topics according to the life cycle of a product (from unpacking to disposal), you might want to divide your section ordered by chronology of use, expertise level (beginner or expert), functional category or frequency of use.

The order of the topics largely determines how quick users find what they are looking for.

You can code your hierarchy with tabs or colours or emphasise the importance of certain information types with contrast, colour, shading and embolding, which is actually part of how you present your instruction manual (see Chapter 4).

Another way of guiding your user to the right information is by including an index or glossary 

An index is an alphabetical list of names, key words, product elements, life cycle stages etc. with reference to the pages on which they are mentioned. 

Make sure that the index includes synonyms that are most likely used. 

how to write a software application user manual

Example of an index

A glossary is an alphabetical list of words relating to the specific subject you are writing about, with explanations. So it is actually a brief dictionary.

how to write a software application user manual

Another glossary example

Review your user manual to get rid of errors, pt. 1

Once you have used all these tips and examples to write the content of your manual, it is time for reviewing your work.

You have now created the draft version of your instruction manual. Internally, we name this version the textual content design (we could put this one in the glossary, lol).

Ask all persons with in-depth technical product knowledge that contributed to delivering information, to review the work so far. 

I prefer to work with a technical authoring tool for the review process or simply via Google Doc. 

Use their feedback to optimise the instruction manual. 

CHAPTER 3 - How to Create a User Manual with Clear Visuals

With visuals in user manuals I mean much more than screenshots or illustrations.

Visuals include all kinds of graphical representations, such as line drawings, photos, screenshots, video, symbols, tables, charts, graphics and infographics .

All of these serve a different purpose.

Use illustrations to enhance text

You can use line illustrations to support, replace or augment text and to present a chronological sequence of a process or steps to be followed. 

Make sure that the sequence of illustrations that you place in your user guide is logical and comprehensible.

how to write a software application user manual

Illustrations to describe a sequence of steps

When you place illustrations as close as possible to the text to which they relate, it is clear to which textual instruction they belong. Ensure that related text and illustrations are viewable at the same time and that they support each other in order to enhance comprehensibility.

Compared to photos, you have much more freedom with illustrations to focus on important details. You can easily leave out less relevant information or enlarge certain parts.

An advantage of fully replacing text by illustrations, is that illustrations don’t need to be translated. Keep in mind that creating comprehensible illustrations requires skills. 

Although there are many tools available that can support you, having them created by a competent graphic artist or technical illustrator might be a wise decision. 

When creating illustrations, keep printing quality or screen resolution in mind. Illustrations used on screens require a resolution of 72 dpi and, for print, resolutions of minimum 300 dpi are preferable. 

Add numbered captions to your illustrations so it is clear to the user what the illustration is about and so the illustration is easy to identify when referred to in the text. 

Illustrations can also be used to identify product parts and main functions, represent a schematic version of your product or for example the electric scheme.

Illustration that identifies main product parts

Sometimes photos are used instead of illustrations. However, I really prefer the use of line illustrations as these are often much clearer. 

how to write a software application user manual

Use of a photo in a user manual that our client created

how to write a software application user manual

Use of an illustration in the new instruction manual the we created

When creating illustrations, you can leave out irrelevant information or easily emphasise important information. With photos this will be more complicated.

Screenshots can be used to visually represent the user interface of a control panel, software on a desktop computer or an app. 

Screenshots can give an overview of functionalities or be used to show what needs to be done or to present the result of a certain action.

how to write a software application user manual

Screenshot with an overview of main functionalities

how to write a software application user manual

Explanation of the use of an app in a user guide

Use tables to organise data

You can use tables to organise numeric or verbal data. For example, technical data are more legible when presented in a table. In many cases, a table can fully replace text.

Make sure to set out tables clearly, informatively, and in a consistent design. Position tables next to the relevant text. As an exception, reference tables (such as a spare part list) can be placed in annexes.

how to write a software application user manual

Technical data presented in a table

Consider using video instead of illustrations

Video or animation can serve many purposes.

The use of video could be your choice when you clearly want to demonstrate something, show movement, a state or force. Also, as video is increasingly popular, you might want to use it when reaching as many people as possible is your goal.

Video can be realistic (filmed with a camera), a 3D animation or an illustrated animation, as long as you keep in mind that videos should be short and relevant.

how to write a software application user manual

Example of a realistic video tutorial

how to write a software application user manual

Example of a 3D animation

how to write a software application user manual

Example of an explainer video in cartoon style 

When using video, synchronised spoken or written text, or both, can be used to accompany the sequences.  

Use interactive animations to increase effectiveness and efficiency

Another increasingly important form of animation, is interactive animation. Interactive animation can be best described as a sequence of visual and auditory elements. It can best be used to explain complex processes, such as a sequence of installation instructions. 

When done correctly (according to minimalism principles), video and interactive animation often is more effective than any other form of instructions.

According to research, viewers remember information for a longer period (making it more effective) and viewers learn quicker (making it more efficient). 

how to write a software application user manual

Example of an online interactive animation according to minimalism principles

Keep in mind that, as video might require a stable internet connection, it is less suitable in areas with bad reception.

Be aware that for some products or in certain countries a paper instruction manual might be required, so don’t think that video can always replace your paper user guide.

Have a look at this incredibly funny video of Virgin America in which they present their safety instructions.

how to write a software application user manual

You can use infographics, graphics, charts and diagrams to show patterns, organise and visually present data, show relationships, create overviews etc.

Use symbols if you want to communicate language-independently

Symbols, icons and safety signs are often used in instruction manuals. They are characterised by having a predefined and clearly identifiable meaning and are used to transmit information

independently of language.

This meaning is created by a combination of colour and geometric shape.

Many symbols, icons and signs have been standardised. Some often used standards are:

  • ISO 7010 - Graphical symbols – Safety colours and safety signs – Registered safety signs
  • ISO 3864 - Graphical symbols – Safety colours and safety signs
  • ANSI Z535.6 - Product Safety Information In Product Manuals, Instructions And Other Collateral Materials
  • IEC 60617 - Graphical symbols for diagrams
  • ISO 14617 - Graphical symbols for diagrams
  • ISO 5807 - Information processing – Documentation symbols and conventions for data, program and system flowcharts, program network charts and system resources charts

how to write a software application user manual

Flow chart symbols according to ISO 5807

how to write a software application user manual

Safety Panels according to ISO 3864

how to write a software application user manual

Safety Panels according to ANSI Z535.6

If a graphical concept is represented by a graphical symbol registered in a standard, it is highly recommended to use this symbol. 

how to write a software application user manual

Examples of clear icons according to  ISO 7010

Icons can be used to represent objects or functions. Make sure you use them uniquely and consistently for just one purpose. Never use different icons for the same object or function. 

For more directions on when to use text or visuals, see this post .

CHAPTER 4 - How to Present Your Instruction Manual

Luckily, more and more companies see the importance of both an attractive design and the use of several media to bring the information to the reader.  

User experience is HOT! 

Just providing the manufacturer’s manuals in Chinglish, or a simple MS Word user manual written and formatted by one of the engineers, will soon be a thing of the past.  

There are many ways to communicate the use of a product with its user. You can determine the media of the information based on the needs of the target audiences. 

Make sure that the media provide easy access to the information throughout the intended lifetime of the product. Therefore, always keep in mind the lifetime of the product and even consider mentioning it in the instruction manual. 

Some examples of possible media for user instructions are text, visuals (photographs, safety signs, graphical symbols and illustrations), video (including auxiliary means such as audio and subtitles), animations, speech, braille, augmented reality, virtual reality, leaflets or stapled booklets with text, illustrations and printed information on the packaging or on the product itself.  

Although regulations slowly become less strict, always inform yourself about any legal requirements on the publication form in the country where you are selling your product. See this article about online publication as well. 

Available technical authoring tools can help you to create both online and print user instructions, using the same single sourced content.

CONTACT US FOR MORE INFORMATION

how to write a software application user manual

Regardless of the chosen medium, it is also important to format the information for both the media and the target audience.

As you can imagine, someone who is visually impaired might benefit from a larger font size.

Let’s go through some other design principles.

Make purposeful and effective use of colour.

how to write a software application user manual

Provide lots of white space.

how to write a software application user manual

Use a clean, readable sans-serif font. Ensure that the font size fits the needs of the audience.  Avoid using multiple font styles.

Use bold, italic or courier typeface for terminology, reference information or input.  

how to write a software application user manual

Bold font used to indicate the product elements.

how to write a software application user manual

Italics used to indicate other sections.

Font weight can be used sparingly to denote importance.

how to write a software application user manual

Ensure high text-to-background contrast. Black text on a white background works best.

how to write a software application user manual

Use colour coding consistently and apply standards, if applicable.

how to write a software application user manual

Use consistent layout from page to page.

how to write a software application user manual

For information that is made available on the Internet, you can use ISO/IEC 40500:2012 for content accessibility guidelines for both presentation and navigation. 

how to write a software application user manual

Information that is printed onto. or moulded into, the product, must remain legible throughout the lifetime of the product.

how to write a software application user manual

When information is only given on the packaging or in materials accompanying the product, make sure it is in a durable form. It should survive frequent use during the lifetime of the product and in an environment where the product is intended to be used.

Part of how you present your user guides has to do with the language. It is generally agreed, and in most cases mandatory, to provide the instructions in the language of the country where the product is being sold. 

how to write a software application user manual

CHAPTER 5 - How to Finalise and Distribute Your User Manual

I have now developed the content in chapter 2 (texts) and 3 (visuals) and the form in chapter 4, so it is time to finalise the user guide. 

The first thing you want to do is to proofread your instruction manual. Proofreading is the process of examining your written user instructions for errors. 

You can outsource this, which is what I would suggest you do, or you can do it yourself. 

It can be difficult to proofread your own work and see the errors you made. If you're reading through your own work, your mind will read it like how it should have been written.  

This is called cognitive blindness.

Most professional translation agencies offer proofreading services.

how to write a software application user manual

Your user manual might need to be translated into the language of your target audience. 

Once the proofreading has been done, you have a good starting point for the translations. Also, it is generally agreed that an English instruction manual is the best starting point for translations. 

First of all, in the English language it is easier to create clear instructional sentences, such as ‘Push the On/Off button’. In German for example, this would be ‘Drücken Sie den Ein/Aus Schalter’.  

When the latter would be the original language, it could easily be translated into ‘You can now push the On/Off button’, as the translator sees the word ‘Sie’ and wants to use it in a sentence, as he/she might not be fully aware of the importance of starting sentences with active verbs.  

Secondly, as English is the most spoken second language in the world, translating from English into another language is cheaper. It is easier to find someone to translate from English into Dutch, than from Dutch into English. 

When finding someone to translate your instruction manual, try to look for a translator with similar translation experience. 

This might be a translator who is experienced in translating technical content, translating similar products, or in translating user guides. 

When translating into multiple languages, working with a translation agency might save you lots of time, as they can take over the often complex project management.

You might consider asking the translator or agency about their quality procedures and who is going to revise the text after translation.  

Often used standards are ISO 17100 for translation services and ISO 9001 for quality management systems. 

Also, the IEC/IEEE 82079-1:2019 gives competency requirements for the translators of technical documentation. 

According to the standard, translators should have basic competencies as stated in proficiency level 1, should be as fluent in the original language as in the target language, should be native speakers in the target language and  should be familiar with the type of product and any product-specific terminology. 

As you know who your audience is and how your product works, you can increase the quality of your translations by providing the translator or agency a glossary or a list with the terminology that you want to use. 

Look for a translator who can work directly in your MS Word, Google Doc or InDesign file, or find an agency that can do the DTP works as well. 

The tool that you use to create your final instruction manual  largely determines how the output, DTP and translation process is organised. 

Tools like Word and InDesign are the most used user manual alternatives.  

When you need to create several user manuals for similar products and/or in several languages, using a CCMS could be of great advantage. Most of these tools are based on industry standards, suchs as XML , CSS and XLIFF . 

Some available tools are Paligo, MadCap Flare, Author-it, Framemaker, Oxygen XML and SCHEMA ST4.  

These tools have reuse of content as a starting point. By clearly separating content from form, the output process is automated, whereas with InDesign you will need several DTP hours.  

Also, most CMS or CCMS tools intended for technical authoring, allow you to create both online and print output using the same content. 

When printing your user guide, don’t forget to use paper that is commensurate with the quality of the product.

how to write a software application user manual

Examples of print user manual

how to write a software application user manual

Examples of an online software user manual

Once you have finished and published your instructions, or maybe one step earlier, a usability test helps you to check if your users understand what you have assumed and written. 

Make sure to use naive and actual users that represent your audience and do not use designers or product experts.

Watch the participants of the user research closely when they are using the user manual to get something done. 

Examine where they zip through it. Note where they get confused, completely lost or fail when performing a task. You can also record and analyse the research. 

Listen closely to what the users have to say and use all this information to then adjust your instruction manual accordingly. Don’t forget to provide your findings in the form of error handling information (see Include error handling to save your user time, reduce frustration and anxiety ).

how to write a software application user manual

To create a great first impression, you might have decided to make purposeful and effective use of colour or contrast. Colour-coding also helps to aid navigation, 

When using colour or contrast, make sure you consider the needs of disabled users, such as users with low vision or who are colour-blind. 

Test your use of colours during the usability research, to ensure they can be read by colour-blind users. 

Consider providing alternative instruction manuals in Braille, large print, audio etc. for these users. 

Well, there is a lot to say about how to write a user manual. And I have only covered the most important topics!

When you really want to create awesome instructions, you will need to practice a lot.

Or as Macolm Gladwell describes in his bestselling book “Outliers,” it takes 10,000 hours to master a skill. 

I hope that with this summary, I have given some useful input based on my ideas of writing good user guides.  

By following the tips from this article and looking at the provided examples, I hope you have a better understanding of creating better information for use.  

So, absorb the information and create awesome instructions! 

So, what's next? This case study (including a free user manual template ) contains tons of additional information.

If you find that this post is helpful to you, I would appreciate it if you could  leave a comment below.

Download our free user manual template here:

How to develop a user manual for your software

If you’re building an app for iOS, Android, or the web, you want to make it as user-friendly and intuitive as possible. Modern software should just work, with natural navigation and interfaces and a straightforward onboarding process that can be repeated if necessary.  However, developing documentation can ensure that your software is accessible and spare your customer support team time that can be better utilised elsewhere. Below, we’re offering an introduction to app manuals and sharing some advice on writing your own.

What is an app user manual?

An app user manual is a document that outlines the core functionality of your software and offers instructions on how it can and should be used. Whether you’re building an app for consumers or businesses, developing a manual or how-to guide can ensure users can quickly familiarise themselves with your software and resolve common issues on their own. You might publish your user manual on your website, include it as part of a subscription package when businesses sign up or convert it into a more digestible version on your app’s support pages or knowledgebase. Ensure your app user manual can be easily found online.

One of the essential attributes of an app user manual is searchability and accessibility. Users don’t want to read through pages of text – they should be able to find the information they’re looking for quickly. Add page numbers, categorise documentation to improve readability, and if publishing your manual online, incorporate search functionality and consider showing related articles and video content to help frustrated users find answers.

It’s also crucial that your app user manual is accurate and kept up to date. Whenever your app introduces new features or enhancements, make sure they’re appropriately documented and consider serialising your app user manuals so those running older versions of your software can be supported. The language used in your software manual should be clear and concise – make sure it’s unambiguous and consider including screenshots to visualise instructions.

Understand your app

Before you begin writing an app user manual, it’s important to understand the ins and outs of your software. Review your app from beginning to end – downloading it from the App Store, signing up for an account, making a purchase, reviewing a feature, and so on. You’ll soon identify the steps the average user will take and common errors and stumbling blocks they might come across. Finding ways to troubleshoot these issues will make your manual more comprehensive – and check in with your app developers, who will know the product better than anyone else. They could even identify problems you might have previously overlooked.

Know your audience

You’re writing a user manual for your audience, so get into their psyche and consider how the average user might feel when using your software. If you’re writing a manual retrospectively, use data to determine common sticking points. What issues do new and experienced users commonly face? Which pages on your FAQs website get the most attention? Don’t be afraid to speak to your audience, too: getting them involved in the app manual writing process could prove helpful, especially if you can blind-test a user to determine its effectiveness .

Using a light, conversational tone when developing a manual makes sense, and an active voice makes it easier to follow instructions. Use simple vocabulary and avoid jargon, even if you’re writing a user manual for business professionals. If in doubt, offer a glossary where you can explain the meaning of technical phrases to improve comprehension.

Organise your app manual

One challenge you may face when writing your app manual is organisation. How can you fit so much information into a single document without overwhelming users? Using capitalised, bold headings and iconography like warning signs, speech bubbles, and question marks can all make content more digestible. Break down steps into bullet points and consider individual sections and chapters with a table of contents. Tables can also be useful when outlining instructions, especially when you’re trying to explain functionality to different user groups.

On the subject of organisation, it’s worth offering your user manual in multiple languages if you are trying to appeal to different audiences. Translators can interpret your manual into local languages and ensure language isn’t a barrier to entry when using your software. Bear in mind, however, that offering documentation in different languages could result in more enquiries from foreign users – ensure your customer support team can accommodate this.

Use graphics and screenshots

When designing your user manual, graphics and screenshots can prove useful. Illustrating your content with case studies and examples can help users grasp the concept of different app features, though try to be vague and avoid confusing users with too much unnecessary information. Remember to keep your screenshots and graphics up to date. If you change your user interface or design language, outdated screenshots can only make users confused. It could result in them thinking your app is no longer adequately supported.

Review, test, and repeat

Finally, once you’ve created a draft of your app’s user manual, review and test it within your team and with real-life beta testers. Work with a technical writer who can streamline the content and ask users to try out directions to see whether they make sense from an outsider’s perspective. Make modifications accordingly, and remember that as your app evolves, you’ll need to review and republish your manual. It’s also worth mentioning that even the world’s largest companies cannot include answers to every question and problem in their user manuals – focus on the key elements and remember that your manual can be an ever-developing piece of work that grows as your business does.

If you’re looking for support building an app for your business, reach out to the team at Zudu today. Our experienced software development engineers are ready to bring your ideas to life.

Do you have a project in mind? Let’s get to work .

This website uses cookies.

We inform you that this site uses own, technical and third parties cookies to make sure our web page is user-friendly and to guarantee a high functionality of the webpage. By continuing to browse this website, you declare to accept the use of cookies.

How to Write a User Manual for Software

by Dan Blacharski

Published on 26 Sep 2017

Often filled with jargon, acronyms, and directions that require a Ph.D to understand, software user manuals are sometimes written from the point of view of a developer rather than a user. As a result, the guide may make assumptions about the reader's skill level that are often incorrect. The first step in writing a good user manual is to get the actual writing process as far away from the engineers as possible.

The software developer knows more than anybody what makes the software work, but that doesn't mean the developer should write the guide. On the contrary, it is a distinct disadvantage. More important than a deep understanding of the inner workings of the software is an understanding of who the end user will be, what his educational level is, and how that end user will be using the software. In most cases, end users don't need to know the finer points of programming and the back-end workings of the software -- they just need to know how to use it to make their jobs easier.

User Testing

The user manual should be largely task-oriented, rather than heavily descriptive. Because the manual is written to help users understand how to execute specific tasks, the writer needs to have an understanding of those tasks as well, and as a result, going through each discrete step of each feature is absolutely essential. It's not necessary for the writer to necessarily know how the program was created from a design or development viewpoint, but it is essential to have a strong working knowledge of all its features. While executing each task, take time to write down each and every step, including clicks, drop-down menus, and other actions.

The Interview Process

Although the developer should not be the one to write the manual, she will still be a valuable resource to the writer, and before writing begins, plan a kickoff meeting between the writer, developer and engineers, and potential end-users to help inform the writer's work from the beginning. Interviews with subject matter experts and engineers should be recorded, with transcripts made for later reference.

A user manual should not be too text-heavy. Rather, incorporate liberal use of graphics and screen clips. Description of an action is much clearer with text-based directions accompanied by a screen clip that clearly illustrates that direction. Include both before and after views, to show what the screen looks like before taking each action, and what happens after the action has been taken. A simple screen capture utility such as the Snipping Tool included in Microsoft Windows works well for capturing these images. Be sure to number each image, and include a caption that briefly describes it. Center it immediately below the paragraph that first introduces the concept depicted in the image.

Communicating clearly in a technical document requires planning and careful adherence to standards throughout the guide. Standards in both presentation, language, and nomenclature help avoid confusion. Templates are available and can be a good starting point for uniformity, although these can certainly be adapted to fit each situation. Using a one-inch margin with a single column best suits the need to add graphics; a two-column setting might appear too crowded, and can make placement of images confusing.

Versioning and Tracking

More than any other type of document, a software user guide is likely to go through multiple iterations before it is complete, and it is likely to go through a review process by multiple stakeholders. Using the Track Changes feature on Microsoft Word is an easy way to keep track of each individual's comments and changes. Creating multiple versions after each review cycle, each with a different file name, also helps the process along and makes sure all stakeholders are satisfied with the final result.

  • (855) 776-7763

Training Maker

Survey Maker

Webinar Ninja

ProProfs.com

All Products

  • Sign Up Free

Do you want a free Knowledge Base?

We have the #1 Online Knowledge Base Software for instant self-help

How to Write Insightful User Manuals for Software

How to Write Insightful User Manuals for Software

When customers use your software products, they might have a million questions swirling around their minds – “How do I get started?” “How does feature X work?” This is where a user manual for software can help them calm their nerves and receive instant answers. 

A user manual guides end users to understand and navigate the software’s features, functions, and capabilities. It helps them to use the software and achieve their desired outcomes effectively. 

In this blog, we will understand what a software user manual is, why it is essential to create one and explore a comprehensive guide on how to write a user manual for software products. 

Let’s get started.

What Is a Software User Manual?

A software user manual is an informational document providing instructions and guidelines for using a software product. 

It usually includes information about the software’s installation process, features and capabilities, troubleshooting tips, and more.

The manual is created to help users understand the software’s functionality and make the most of its features. A user manual should be comprehensive, easy to understand, and well-structured to serve its correct purpose. 

Why Is It Important to Create a User Manual for Software?

A software user manual ensures the proper usage and utilization of the software product. 

It enables precise and comprehensive instructions on using the product to its full potential to help users avoid common errors and improve their skills over time. It is essential because of the following:

1. User Onboarding and Training

User manuals help introduce new users to software by providing a structured approach to learning, with step-by-step instructions and visual aids like screenshots or diagrams. 

They help users understand the software’s interface, functionality, and features by reducing the need for training sessions, as users can refer to the manual at their own pace. This helps in faster user onboarding, enabling new users to get started quickly.

2. Reducing Support Requests

A well-curated user manual can identify potential queries and answer the common questions that users might have. It covers standard issues like troubleshooting steps or common error messages. 

Having this information upfront can reduce the number of support requests, saving your support team time and providing immediate assistance to users.

Read More: How to Reduce Support Tickets With Self-Service Knowledge Base

3. Standardizing Operations

All organization users must utilize the software similarly to maintain operations and data management consistency. 

A software user manual provides standardized instructions on using the software while preventing misuse or underuse of features.

4. Legal Protection

User manuals also serve as a type of legal protection for an organization – they include disclaimers and warnings about improper use of the software. 

For example, the business may be protected from liability if a user causes damage by using the software in a way that was explicitly warned against in the manual.

5. Promoting Features and Enhancements

Last but not least, user manuals effectively highlight the software’s features and enhancements. 

They help the end users understand the software’s full capabilities, encouraging them to utilize all its features and maximize their investment. 

This is especially important for complex software with numerous features that may not be immediately apparent to new users.

Read More: 11 Best Online User Manual Software & Tools

How to Write a User Manual for Software

Writing a user manual for software involves meticulous planning, organization, and a clear understanding of the target audience.

Here are some critical steps:

Step 1: Outline the User Manual

Outlining the user manual helps to ensure that the manual is well-structured, organized, and easy to navigate for users. 

Creating an outline enables the writer to plan and arrange the content logically, ensuring that all necessary topics are covered and a clear flow of information.

Make a detailed outline for your user manual to provide structure and organization. Divide it into sections and subsections based on the software’s main features, functions, and tasks. This will enable users to navigate the manual and find the necessary information quickly.

Step 2: Add a Detailed ‘Getting Started’ Section

Add a Detailed ‘Getting Started’ Section

A Getting Started section provides essential guidance to users on using the software effectively. It helps users familiarize themselves with the basic features, set up the software, and start quickly. 

It is a foundation for users to understand the software application’s purpose, interface, and initial steps, ensuring a smooth onboarding experience and reducing initial confusion or frustration.

This section should be minimal and get users to the point of first impact with the software quickly. For example, quiz maker software should let users make a simple quiz, send it out, and see the report.

Step 3: Add an Insightful Installation Guide

Adding an installation guide gives users clear and concise instructions on properly installing the software, ensuring a successful setup process. 

Add a detailed installation guide to your user manual. Include step-by-step instructions for installing the software on various operating systems. 

Incorporate screenshots, illustrations, and videos to make the process more visually appealing and comprehensible. Videos, especially, help illustrate software installation procedures, making it easier for users to understand complex technical steps. 

Step 4: Elaborate on Features and Functionality

It provides detailed information about the features and functionality of the software, helping users understand the capabilities and benefits it offers.

It gives users a comprehensive understanding of what the software can do. It provides a detailed overview of the available features and how they can be utilized to accomplish specific tasks. 

Add a separate section of the manual to describe the software’s main features and functionality. Explain each feature in detail, including its purpose, how to access it, and the expected outcome. Give step-by-step instructions on how to use each feature and include any relevant tips or best practices.

Findability is key in user manuals, so make sure to create a keyword index , which is a list of keywords or phrases that link to a page to help readers search and find the information they are looking for. 

Step 5: Add a Troubleshooting Section

This section provides users with essential guidance on how to identify and resolve common issues independently. It outlines the step-by-step instructions or a systematic approach to identifying and resolving common problems.

Add a troubleshooting section in the user manual to address common issues and errors that users may encounter. Give detailed instructions on resolving each problem, and include a list of frequently asked questions and their solutions. Use clear and concise language to help users quickly understand and follow the troubleshooting steps.

Findability is key here, too. Use a clear and descriptive section heading, searchable keywords, a table of contents, and include the troubleshooting section in other sections to make the section easily accessible. 

Step 6: Add Additional Resources

Add additional resources and references at the end of the manual. 

Include links to online tutorials, user forums, and support channels where users can find more information or seek assistance. 

This will help users to explore the software further and find answers to specific questions or concerns.

Read More: Wow Your Audience With Engaging Knowledge Base Videos

Best Practices for Writing Your Software User Manual

Creating a well-thought software user manual is vital for ensuring the efficient usage of any product. 

Let’s look at some of the best practices for creating a software user manual:

1. Use Clear and Concise Language

Use Clear and Concise Language

The language used in the user manual should be simple and easy to understand. Avoid using complicated sentences and technical jargon. 

If a technical term must be used, make sure it is well-defined. For example, instead of “Execute the command,” you could write “Run the command.” This makes the instructions more user-friendly and less intimidating for non-technical users.

2. Use Visuals 

how to write a software application user manual

Visual aids help enhance your instruction; for example, if you’re explaining how to use a specific feature in the software, add a screenshot showing where to find this feature in the user interface.

Such visual cues can be more effective than text descriptions alone. For example, instead of saying, “Click on the ‘File’ menu,” show a screenshot with the ‘File’ menu highlighted.

3. Organize Information Logically 

Instructions should flow logically, typically from basic to advanced. For example, start with how to install the software and then move on to its essential functions before tackling more complex features. 

A well-structured table of contents and an index can help users navigate the manual easily.

4. Use a Consistent Writing Style 

Have consistency in your writing style throughout the manual. For example, stick with it throughout the manual if you’re using a second-person point of view (“you”). 

Similarly, if you’re referring to a function as ‘Feature A’ at one point, don’t refer to it as ‘Function A’ at another end.

5. Include Real-World Examples 

Adding real-world examples helps users understand how to use the software in daily tasks. 

For example, if you’re explaining a data analysis feature, you could include an example of how this feature can be used to analyze sales data for a retail business.

6. Test the Manual 

Before finalizing it, testing it with real users unfamiliar with the software is essential. This will help identify any potential confusion or misinterpretation in your instructions. 

For example, after drafting the manual, you could have a new employee follow the instructions to see if they can use the software effectively.

For choosing the best user manual software, check out this informative video guide:

Ready to Create Your First Software User Manual? 

Writing an insightful user manual for software is a critical step in ensuring a positive user experience. Following a systematic approach and incorporating best practices, you can create a user manual that effectively guides users through your software’s features and functions. 

Consider your target audience, provide clear and concise instructions, and utilize visuals and examples to improve understanding. A well-written user manual will enhance usability, efficiency, and customer satisfaction, ultimately leading to a successful software product.

ProProfs Knowledge Base a user manual software , can help you create detailed and graphic-rich software user manuals to help your users get the most out of the software products. 

It enables a multilingual AI text editor with prompt suggestions, helping you create insightful manuals in various languages. It also supports collaborative authoring, allowing multiple authors to work on the same manual. 

Brayn Wills

About the author

Brayn wills.

Bryan Wills is a seasoned expert in knowledge management with over a decade of experience in the field. His expertise extends across various domains, including Security & Compliance, User Management, Knowledge Management, Software Documentation, and Customer Support. His writings not only reflect his deep understanding of these subjects but also offer practical solutions and strategies to help organizations enhance their knowledge management processes. Bryan’s work has been published in GetFeedback , CustomerThink , and Apruve .

Popular Posts in This Category

how to write a software application user manual

11 Best Document Collaboration Tools for 2024

how to write a software application user manual

7 Astonishing Ways to Apply Knowledge Base to Your Business

how to write a software application user manual

Top 12 Help Authoring Software Solutions and Tools in 2024

how to write a software application user manual

Want to Keep Your Employees Engaged at Workspace? Here’s How!

how to write a software application user manual

25 Best FAQ Page Examples to Inspire 24×7 Customer Service

how to write a software application user manual

10 Best FAQ Software in 2024 to Level Up Your Customer Support

Knowmax Product Overview

Knowmax

  • CRM KB vs. Knowmax

Knowmax

  • Sharepoint vs. Knowmax

Enable seamless customer experience with Knowmax

Want to see knowmax in action .

Customer Experience

Updated On: Feb 18, 2024

20 mins read

10 Steps To Write Interactive User Manuals

User Manual

Think of user manuals as action plans that help users navigate and optimize your product. Without proper instructions, users could get lost and not fully utilize the product’s functions and capabilities. They are an important part of any product or service.

User manuals typically contain detailed instructions that walk the user through how to use the product and possible troubleshooting steps if a problem occurs.

Interactive user manuals have gained popularity in recent times. They provide users with a more engaging and personalized experience, making it easier for them to understand product usage.

In this blog, we will explore the importance of user manuals and discuss the different types of manuals available. We also share tips for creating interactive user manuals that engage users.

Table of contents

Types of manuals, best tools to create interactive user manuals.

Types of Manuals

1. User Manuals

User Manuals are comprehensive guides that provide detailed step-by-step instructions on using a product or performing a specific task. These instructions are necessary to ensure that users understand the product’s features, functions, and optimal operation.

They usually contain clear explanations, diagrams, and illustrations that help the user work smoothly and efficiently. Examples of user manuals range from those that come with household appliances to complex electronic devices and machines.

Guide-Image

The Ultimate Guide To Implementing a KM Platform

Download the guide

2. Training Manuals

Training Manuals serve as educational resources to employees and agents, providing detailed information to help users learn complex systems, processes, or skills. These manuals often accompany training programs and go beyond simple operating instructions.

They offer a comprehensive understanding of a topic and allow users to understand the intricacies of a particular topic. Training manuals can cover various areas, including applications, professional development programs, and technical skills training.

3. Service Manuals

Service manuals are essential for technicians and support personnel and provide detailed instructions for troubleshooting , diagnosing, maintaining, and repairing a product. These manuals provide a comprehensive source of information for those responsible for the care and maintenance of products, equipment, or machines.

Examples include service manuals for automobiles, industrial machinery, and electronic devices, which introduce specialists to the intricacies of maintaining and repairing complex systems.

4. Standard Operating Procedures (SOP) Manuals

SOP manuals describe standard procedures and protocols that must be followed in various organizational scenarios. These manuals are essential to ensure consistency, compliance, and standardization of processes.

SOP manuals play a critical role in healthcare, manufacturing, and aviation industries, where adherence to established procedures is crucial to operational efficiency and safety.

5. Troubleshooting Guides

Troubleshooting guides are designed to help users identify and resolve problems that may be occurring with their product or system. These guides provide step-by-step instructions that allow you to diagnose and troubleshoot problems yourself, minimizing downtime and frustration.

Examples of troubleshooting guides include guides for electronic devices, computer software, and machines, which provide users with the advice they need to solve problems effectively.

10 Steps To Write Interactive User Manuals

1. Identify Your Audience

First, conduct extensive user research to understand your audience’s demographics, preferences, and skill levels. You then create detailed user profiles, including demographic information, technical skills, and specific goals.

By understanding your audience’s pain points, preferences, and expectations, you can tailor your playbook to their needs. Consider conducting user surveys or interviews to collect information directly from your target users.

2. Define The Problem

Provide a high-level overview of the problem your users are most likely to face. Add real-world scenarios and user stories to add context. Break the problem into specific aspects and ensure the manual covers each element.

This detailed definition serves as the basis for creating precise and effective solutions.

3. Choose The Format

Carefully assess the complexity of your product or service and choose a format that suits your target audience’s preferences. For technical products, detailed technical documentation with comprehensive explanations must be included.

Consumer-focused products, on the other hand, use user-friendly instructions with intuitive graphics and simple language. Consider multiple formats, such as Online tutorials or interactive guides, to accommodate different learning styles.

4. Use Clear And Concise Language

Analyze your audience’s language level and adapt your textbook’s language accordingly. Aim for simplicity without over-simplification and define technical terms when necessary. Use a conversational tone to engage users and use a consistent writing style throughout the guide. Encourage feedback on language intelligibility during user testing to further improve instruction.

5. Include Visuals

Create visually appealing and informative graphics that complement text instructions. Develop a visual style guide to ensure consistency throughout the manual. Label and explain visual elements clearly to avoid confusion.

Use a variety of visual elements such as process flow diagrams, screenshots for software interfaces, and videos for complex processes.

6. Organize Content

Create a logical content hierarchy, starting with an overview and gradually delving into specific details. For more straightforward navigation, use the table of contents and index. Group related information into clearly defined sections and use consistent formatting for headings and subheadings. User testing can uncover organizational challenges and highlight changes.

7. Provide Context

Contextualize information by illustrating how it fits into the broader user experience. Explain the importance of each step to the overall goal. Where appropriate, share success stories or case studies to highlight the positive results of following the guide’s advice. This context increases user understanding and motivation.

8. Use Examples

Create detailed examples that reflect your audience’s real-world experiences. Present everyday use cases and potential challenges with complex solutions. Add images with examples to reinforce understanding.

Encourage users to share their examples or ask for clarification on specific scenarios during user testing sessions.

9. Testing And Documentation

Conduct usability tests with a diverse group of users to identify potential problems and opportunities for improvement. Collect qualitative and quantitative data through surveys, feedback forms, and direct observations.

Iterate the guide based on user feedback, addressing issues with clarity, organization, and content coverage.

10. Keep The Manual Up To Date

Implement a robust version control system to track changes and updates to the manual. Create a regular review schedule to ensure the manual remains accurate and current. Promptly resolve problems reported by users and update the manual to reflect any changes to the product or service.

To maintain transparency, communicate updates clearly to users and consider including a version history section in the manual. Regularly solicit user feedback on new features or changes to preserve the statement’s effectiveness over time.

Knowmax

Knowmax is a DIY knowledge management system . It leverages AI to create easily consumable user manual drafts in the form of next-best-action workflows and visual how-to guides. You can also convert your existing complex user manuals into guided workflow drafts with Knowmax.

With Ask AI search, Knowmax understands user intent and wades through all your user manuals to deliver precise answers to end users.

This helps users stop the endless information search cycle and reduces user effort as users can seamlessly skim the user manual without having to go through the whole thing.

2. MadCap Flare

Madcap Flare

MadCap Flare is a robust authoring and publishing tool for creating interactive manuals, online help systems , and documentation. Its versatility allows authors to create responsive, dynamic content that meets various user needs.

The platform’s advanced features make it an excellent choice for companies seeking comprehensive solutions to meet their documentation needs.

3. Adobe RoboHelp

Adobe RoboHelp

Known for its intuitive interface and powerful features, Adobe RoboHelp is a widely used tool for creating interactive user guides. With flexible design features and seamless integration with other Adobe products, RoboHelp helps authors deliver compelling, engaging documentation.

4. Adobe Captivate

how to write a software application user manual

Adobe Captivate is primarily known as an eLearning authoring tool, but it can also be used to create interactive user manuals. It offers features for creating simulations, quizzes, and interactive content.

5. ProProfs Knowledge Base

Proprofs

The ProProfs knowledge base is a comprehensive tool that makes creating interactive user guides and knowledge bases easy.

With a focus on improving customer service and training, ProProfs offers intuitive features, including customization options and easy integration, making it an effective solution for companies looking to streamline their documentation processes .

Rethink Knowledge Management with Knowmax

Download The Brochure

6. HelpSmith

how to write a software application user manual

HelpSmith is an authoring tool that makes creating interactive user guides, help files, and documentation for various applications accessible.

The user-friendly interface and features, such as theme templates and dynamic content updates, make it the preferred choice for authors looking for efficiency and flexibility in their documentation projects.

7. ScreenSteps

Screensteps

Specializing in creating step-by-step guides and guides focusing on visual documentation, ScreenSteps stands out for its ability to simplify complex processes.

The tool’s focus on clarity and visual aids makes it an excellent choice for organizations looking to create user guides that are not only informative but also easy to understand for users.

The user manual should contain a product description, clear instructions for use, step-by-step instructions on performing specific tasks, troubleshooting tips, and safety warnings. It should be structured in a logical and easy-to-understand manner. Appropriate screenshots or diagrams can also be helpful, and the instructions should be written in understandable language.

The user manual should contain a product description, clear instructions for use, step-by-step instructions on performing specific tasks, troubleshooting tips, and safety warnings. It should be structured in a logical and easy-to-understand manner. Appropriate screenshots or diagrams can also be helpful, and the instructions should be written in easy-to-understand language.

A good user manual should include an introduction, clear instructions on how to use the product, step-by-step guides, troubleshooting tips, safety warnings, an index or table of contents, easy-to-follow organization, relevant screenshots or diagrams, plain language, and regular updates to reflect changes or updates to the product.

A system manual is essential because it gives users clear instructions on using the software or application. An instruction manual makes it easier for users to understand specific tasks, leading to satisfaction and reduced productivity. A good user manual can help users learn how to use the system quickly and easily, saving time and reducing errors. In addition, the user manual can serve as a guide for users to solve common problems and avoid potential problems.

Looking to supercharge your CX?

how to write a software application user manual

Pratik Salia

Pratik is a customer experience professional who has worked with startups & conglomerates across various industries & markets for 10 years. He shares latest trends in the areas of CX and Digital Transformation for Customer Service & Contact Center.

Subscribe to our monthly newsletter

Knowledge by knowmax, and stay updated with all things km and cx transformation.

By clicking on submit you agree to our Privacy Policy

Be the first to know

Unsubscribe anytimes

Stay updated with all things KM and CX transformation

Unsubscribe anytime

Knowmax

Unlock the power of knowledge management for your customer service

Enter details, share delails.

Number of Users up to 50 50-250 250-500 500-1000 1000-5000 5000-10000 10000+

Note: The guide will be shared over the email you enter above.

name ); // } ?>

Popular content.

  • Agent Scripting

Create interactive customer service scripts with Knowmax

Knowledge Base

Customer Service Knowledge Base: Definition, Benefits, & Steps To Create

Knowledge Management

Top 7 Knowledge Management Systems 2024

60+ Customer Care Scripts for Your Customer Support Team

Alternatives

Best Sharepoint Alternative 2024: Switch From Age-Old DMS To Knowmax

CRM Knowledge Base vs. Knowmax

Subscribe to Our Newsletter

how to write a software application user manual

Let's talk CX

  • Decision Trees
  • Visual Guides
  • Learning Management
  • Visual Assistance
  • Contact Center
  • Self Service
  • Branches & Field
  • Augmented Reality
  • Remote Working
  • Professional Services
  • Become a Partner
  • Privacy Policy
  • Term of use

Enterprise knowledge management system helping achieve CX goals

Important Links

  • KM Implementation Guide
  • Best KB 2024
  • Case Studies
  • Gen AI ebook
  • CSR Initiatives

4.8/5 RATING FROM

Copyright © 2024 Knowmax. All Rights Reserved.

- Beginner's Guide

Gen Ai Book

Leveraging existing organizational knowledge to power AI for CX success

Subscribe to our newsletter.

  • Search for: Toggle Search

Say What? Chat With RTX Brings Custom Chatbot to NVIDIA RTX AI PCs

Chatbots are used by millions of people around the world every day, powered by NVIDIA GPU-based cloud servers. Now, these groundbreaking tools are coming to Windows PCs powered by NVIDIA RTX for local, fast, custom generative AI .

Chat with RTX , now free to download , is a tech demo that lets users personalize a chatbot with their own content, accelerated by a local NVIDIA GeForce RTX 30 Series GPU or higher with at least 8GB of video random access memory, or VRAM.

Ask Me Anything

Chat with RTX uses retrieval-augmented generation (RAG), NVIDIA TensorRT-LLM software and NVIDIA RTX acceleration to bring generative AI capabilities to local, GeForce-powered Windows PCs. Users can quickly, easily connect local files on a PC as a dataset to an open-source large language model like Mistral or Llama 2, enabling queries for quick, contextually relevant answers.

Rather than searching through notes or saved content, users can simply type queries. For example, one could ask, “What was the restaurant my partner recommended while in Las Vegas?” and Chat with RTX will scan local files the user points it to and provide the answer with context.

The tool supports various file formats, including .txt, .pdf, .doc/.docx and .xml. Point the application at the folder containing these files, and the tool will load them into its library in just seconds.

Users can also include information from YouTube videos and playlists. Adding a video URL to Chat with RTX allows users to integrate this knowledge into their chatbot for contextual queries. For example, ask for travel recommendations based on content from favorite influencer videos, or get quick tutorials and how-tos based on top educational resources.

how to write a software application user manual

Since Chat with RTX runs locally on Windows RTX PCs and workstations, the provided results are fast — and the user’s data stays on the device. Rather than relying on cloud-based LLM services, Chat with RTX lets users process sensitive data on a local PC without the need to share it with a third party or have an internet connection.

In addition to a GeForce RTX 30 Series GPU or higher with a minimum 8GB of VRAM, Chat with RTX requires Windows 10 or 11, and the latest NVIDIA GPU drivers.

Editor’s note: We have identified an issue in Chat with RTX that causes installation to fail when the user selects a different installation directory. This will be fixed in a future release. For the time being, users should use the default installation directory (“C:\Users\<username>\AppData\Local\NVIDIA\ChatWithRTX”).

Develop LLM-Based Applications With RTX

Chat with RTX shows the potential of accelerating LLMs with RTX GPUs. The app is built from the TensorRT-LLM RAG developer reference project, available on GitHub . Developers can use the reference project to develop and deploy their own RAG-based applications for RTX, accelerated by TensorRT-LLM. Learn more about building LLM-based applications .

Enter a generative AI-powered Windows app or plug-in to the NVIDIA Generative AI on NVIDIA RTX developer contest, running through Friday, Feb. 23, for a chance to win prizes such as a GeForce RTX 4090 GPU, a full, in-person conference pass to NVIDIA GTC and more.

Learn more about Chat with RTX .

NVIDIA websites use cookies to deliver and improve the website experience. See our cookie policy for further details on how we use cookies and how to change your cookie settings.

COMMENTS

  1. How to Write a Software User Manual: The Ultimate Guide

    1. Plan the Structure of Your Software User Manual. Before you start creating any content for your manual, you'll first want to properly map out the structure of your manual. To make your manual as comprehensive as possible, you might want to bring together multiple key stakeholders to help you do this.

  2. The Ultimate Guide to Writing User Manuals

    1. Instruction Manual. An instruction manual is a type of user guide that provides basic instructions for how to use a product in its intended way. 2. Training Manual. This type of user manual provides a set of instructions related to the completion of a specific task, project or job. 3. Service Manual.

  3. A Guide on How to Write User Manual for Software Application

    Make sure that the technical writers are also a part of the app design team. Convey the users what the app functions are and what features it will offer. User-test the app and user guide with the actual users. Ensure that every writer has the app, understands it, and actually uses it as they write.

  4. How to Create a User Guide (Examples, Tips, Tools)

    In an era of complex software, a well-crafted user guide simplifies technology by enabling end-users with contextual guidance. Whether a comprehensive software manual, guided in-app experiences, or an online FAQ page, a user guide is an invaluable resource, bridging the gap between users and technology.. In this comprehensive guide, we'll take you through the art of creating compelling user ...

  5. Create an Engaging User Manual in 9 Steps (With Examples)

    The stress that comes with making them = not so good. To minimize that stress as much as possible, we're going to go over nine steps to help you create engaging user manuals that won't take you forever to create—and will actually get used. 1. Define your audience. Your audience reigns supreme for any user guide. 👑.

  6. Application User Manual: Quick Guide on How to Write It

    That way, your writing process will be smooth, and you'll create high-quality software documentation. 2. Structure the Document. After you make a plan for your manual, the next step is to structure it. A good structure is fundamental to a document's usefulness.

  7. A Guide to Writing Your First Software Documentation

    A popular approach is Readme Driven Development, championed by Tom Preston-Werner. It consists of writing the Readme document before you even start writing any code. This document is an ...

  8. Ultimate Guide to write instruction for User Manual

    Make sure to specify font size, text to background contrast, and use colour coding consistently. 6. Write simple and easy to follow content. If you've followed the previous steps and you understand your users and write in a clear and compelling manner, your content should be simple and easy to follow.

  9. How to Write the Perfect Software User Guide

    How to Write the Perfect Software User Guide. Writing a software user guide takes time, and there's no guarantee customers will read it.

  10. User Manuals and Other Documentation: Types, Tools, and Best

    Okay, so now you know how to write great user documentation. But don't grab a pen and paper and start writing it. There's a better way. Tools to create user documentation. Nowadays, people use software to create software and write about software. It makes the process way more efficient, believe us.

  11. Writing User Manuals: The Complete Guide for Software

    User manuals are an important part of software development. They help users to learn how to use the software application, troubleshoot problems, and get the most out of the software application. When writing user manuals, it is important to follow the best practices outlined in this step-by-step guide.

  12. How to Write an Instruction Manual [With Examples]

    2. Think Like Your Users. In order to create a user-centric instruction manual that gives your customers what they need, you need to put yourself in their shoes. First, consider who they are in terms of persona, audience segment, and how they engage with your brand.

  13. How to Create a User Manual (with Pictures)

    1. Organize the manual logically. The user manual should proceed in a way that the user will find most beneficial. Split the manual into chapters or sections that make sense for the product's use, and include a table of contents toward the front of the manual so each section can be found quickly.

  14. 7 Best Examples of User Documentation & Help Guides

    3. Ahrefs Docs. Ahrefs is an SEO software suite that allows its customers to build links, research keywords, conduct competitor analysis and track their rankings. One of Ahrefs' unique selling points is how easy it is to use, so providing user documentation is a crucial part of their product offering.

  15. How to Write a User Manual (That's Easy to Follow)

    Learning how to write a user manual is important to ensure a successful outcome. Follow our step-by-step guide and write a functional manual with ease.

  16. How to write a manual : A Step-by-Step Guide

    To create a persona: Ask yourself the correct questions to identify and get to know the user. Find images online or in magazines that represent the user, their hobbies, the environment, their skills etc. Use a photo editing tool or old-school scissors and paper to create a collage representing your user.

  17. How to develop a user manual for your software

    Before you begin writing an app user manual, it's important to understand the ins and outs of your software. Review your app from beginning to end - downloading it from the App Store, signing up for an account, making a purchase, reviewing a feature, and so on.

  18. How to Write a User Manual for Software

    Often filled with jargon, acronyms, and directions that require a Ph.D to understand, software user manuals are sometimes written from the point of view of a developer rather than a user. As a result, the guide may make assumptions about the reader's skill level that are often incorrect. The first step in writing a good user manual is to get ...

  19. How to Write User Manual for Software Applications

    1. Use Clear and Concise Language. The language used in the user manual should be simple and easy to understand. Avoid using complicated sentences and technical jargon. If a technical term must be used, make sure it is well-defined. For example, instead of "Execute the command," you could write "Run the command.".

  20. Best Practices & Software to Create Interactive User Guides

    2- Download the UserGuiding Chrome extension 📥. UserGuiding's Google Chrome extension allows you to create guides, tooltips, and hotspots right inside your product or any other web app. Plus, you can preview your content to see if everything works as intended.

  21. How to Write a User Manual? Complete Guide + Free Templates

    Write an Understandable Manual. Numerically written directions help the users stay more focussed on the method of building, using, or connecting the product. Standardize word choice and use active voice to explain from the user's viewpoint. Keep the content brief and use easy-to-understand vocabulary.

  22. 10 Steps To Write Interactive User Manuals

    1. User Manuals. User Manuals are comprehensive guides that provide detailed step-by-step instructions on using a product or performing a specific task. These instructions are necessary to ensure that users understand the product's features, functions, and optimal operation.

  23. 12 Best Online User Manual Creation Tools (2024)

    A user manual tool (or user manual software) is a platform used in the creation, distribution, and management of your product's user guides and step-by-step instructions.. Using specialized software documentation tools makes it easier to customize and design your manual to fit your company and customer needs. With user manual software, you can include things like videos or GIFs in your ...

  24. 5 Software Tools for Creating Manuals

    Commonly- used programs are "Word", "PowerPoint", "Publisher", and "Google Docs" because these applications are frequently used in the office or schools to make reports, documents and correspondence. These applications are easier to use since you are already familiar with its features and operations. You can make a Manual using ...

  25. Chat with RTX Now Free to Download

    The tool supports various file formats, including .txt, .pdf, .doc/.docx and .xml. Point the application at the folder containing these files, and the tool will load them into its library in just seconds. Users can also include information from YouTube videos and playlists.